Folders or Links? The key to both is A.C.C.E.S.S.
Summary
TLDRThe video script discusses the balance between order and chaos in knowledge management, particularly the tension between knowledge and action, and folders versus links. It introduces 'Access,' a folder structure designed for efficient knowledge and action management in the digital age. Access combines the strengths of folders and links, allowing for a hybrid system that accommodates both structure and creativity. The script outlines the components of Access, including Atlas, Calendar, Cards, Extras, Sources, and Spaces, each serving a specific role in organizing and linking knowledge. The goal is to help users manage their digital knowledge effectively, making the world of information more navigable and enjoyable.
Takeaways
- 🧠 The struggle between order and chaos is a fundamental aspect of knowledge management, with knowledge representing order and action representing chaos.
- 📚 Microsoft Word is an example of a knowledge management tool that emphasizes folders, focusing on organizing and storing information.
- 🌐 Wikipedia represents the chaos of action through its extensive use of links to manage knowledge in a public, interconnected way.
- 📈 The GTD (Getting Things Done) method is oriented towards action, providing a structured approach to getting tasks completed.
- 🔗 Zettelkasten is a method that emphasizes links over folders, focusing on connecting ideas and creating a network of knowledge.
- 🗂️ The ACCESS folder structure (Atlas, Calendar, Cards, Extras, Sources, Spaces) is introduced as a solution to balance the tensions between folders and links, knowledge and action.
- 🌱 The concept of 'Spaces' in the ACCESS structure allows for the management of different areas of life, each with its own set of maps and projects.
- 📆 The Calendar folder within ACCESS is crucial for time-based knowledge management, helping to log, track, and review important events and information.
- 💡 Cards in the ACCESS system serve as a flexible container for ideas, allowing for the creation of various sub-folders to organize thoughts.
- 📁 Extras and Sources folders in ACCESS cater to supporting materials and external knowledge sources, respectively, providing a place for all types of information.
- 🔄 The ACCESS folder structure is designed to be dynamic, allowing for both structure and chaos, and it encourages personalization to fit individual needs.
Q & A
What is the central theme of the battle between order and chaos in knowledge management?
-The central theme is the ongoing tension between knowledge and action, where knowledge is about making sense of the world and action is about getting things done.
What is the proposed solution to balance the efficient order of folders with the creative chaos of links?
-The proposed solution is the 'access folder structure', which is designed to work with folders and links together as a fundamental part of the system, not as an afterthought or retrofit.
How does the speaker describe the role of Microsoft Word in knowledge management?
-Microsoft Word is described as a folder-based document system mainly used to manage knowledge, with its primary focus on organizing information rather than facilitating action.
What is the significance of Wikipedia in the context of the script?
-Wikipedia is highlighted as a system that relies heavily on links to manage knowledge, contrasting with Microsoft Word's folder-based approach.
How does the Getting Things Done (GTD) method relate to the knowledge versus action tension?
-GTD is positioned on the action side of the knowledge-action tension, focusing on managing information to accomplish tasks and get things done.
What is the role of Zettelkasten in the script's discussion on knowledge management?
-Zettelkasten is mentioned as a method that emphasizes links to connect ideas, sitting more on the knowledge side but also having aspects of action when used for outputs.
What does the acronym 'ACCESS' stand for in the context of the folder structure?
-In the context of the folder structure, 'ACCESS' stands for Atlas, Calendar, Cards, Extras, Sources, and Spaces.
How does the Atlas folder within the ACCESS structure contribute to knowledge management?
-The Atlas folder contains higher-order notes like maps of content, dashboards, and overviews, providing a bird's-eye view into all knowledge, aiding in gathering, developing, and navigating ideas.
What is the purpose of the Calendar folder in the ACCESS system?
-The Calendar folder is used for time-based information, helping to log, track, and review what matters through daily notes, meetings, plans, reviews, and journals.
How does the concept of 'Spaces' in the ACCESS folder structure help manage action?
-Spaces are areas in your life where you deploy maps (MOCs) to manage action. Each space can have its own set of maps, areas, projects, and support notes, allowing for a hybrid system that combines folders with links.
What is the significance of the 'Extras' folder in the ACCESS folder structure?
-The Extras folder is for support material that doesn't fit into other categories, such as attachments, graphics, images, manuals, and templates.
How does the 'Sources' folder help in building an external library of ideas?
-The Sources folder helps in organizing external content like articles, books, podcasts, research papers, courses, talks, movies, and TV shows, keeping them separate from internal knowledge creation for clarity.
Outlines
📚 Balancing Knowledge and Action
The paragraph discusses the perpetual struggle between order and chaos in knowledge management, particularly the tension between knowledge and action. It highlights the need for a balance between understanding the world (philosophy) and accomplishing tasks (action). The speaker introduces the concept of the 'access folder structure', a system designed to integrate folders and links to manage knowledge and action in the digital age. Historical examples like Microsoft Word and Wikipedia are used to illustrate the evolution of knowledge management systems, emphasizing the shift from folder-based to link-based systems.
🔗 Introducing the Access Folder Structure
This section delves into the specifics of the Access folder structure, which is designed to harmonize the efficient order of folders with the creative chaos of links. The speaker outlines the components of the Access structure: Atlas, Calendar, Cards, Extras, Sources, and Spaces. Each component is intended to serve a distinct function in managing knowledge and action. The paragraph also positions these components on a 'knowledge management map' to show how they address the tensions between knowledge and action, and between folders and links.
🌐 Navigating Life's Spaces with Access
The speaker further elaborates on the concept of 'Spaces' within the Access folder structure, which represents different areas of life such as personal life, work, and hobbies. Each space can be managed with a set of 'maps' that include Maps of Content (MOCs), areas, projects, and support notes. This approach allows for a dynamic and personalized system that can adapt to various aspects of an individual's life, providing a structured yet flexible way to manage knowledge and tasks.
🗓️ Time-Based Knowledge Management
In this part, the focus is on the importance of temporal context in knowledge management, with the Calendar folder playing a central role. The speaker explains how time-based logging, tracking, and reviewing of information can enhance memory and understanding. The paragraph also touches on the use of cards as a flexible way to capture and connect ideas, and how the Extras folder can be used to store various support materials.
📈 Deploying Maps for Comprehensive Knowledge Management
The paragraph discusses the deployment of Maps of Content (MOCs) within each life space, such as personal life and work, to manage knowledge effectively. It explains how MOCs, which include Maps, Areas, Projects, and Support Notes, can be used to integrate link-based knowledge with folder-based organization. The speaker provides examples of how this system can be applied to different areas of life, emphasizing the hybrid approach that combines the strengths of folders and links.
🌟 Embracing the Tension Between Order and Chaos
The final paragraph reflects on the age-old tension between order and chaos, drawing parallels to the balance needed in personal knowledge management. The speaker advocates for the Access folder structure as a means to achieve this balance, allowing for both structured organization and creative freedom. The paragraph concludes with an invitation for viewers to experiment with the system and find what works best for them, highlighting the personal nature of knowledge management.
Mindmap
Keywords
💡Knowledge Management
💡Action
💡Folders
💡Links
💡Balance
💡Digital Age
💡Zettelkasten
💡Access Folder Structure
💡Holistic System
💡Tensions
💡Personal Knowledge Management (PKM)
Highlights
The ongoing battle in knowledge management is between order and chaos.
Knowledge is about making sense of the world, while action is about getting things done.
Too much thinking without action leads to fragile thoughts untested against reality.
Excessive striving without reflection can cause a loss of perspective on what truly matters.
The explosion of information has created a new battlefield between folders and links.
Balance is key in managing the tensions between knowledge and action, and folders and links.
Access is a proposed solution that balances the efficient order of folders with the creative chaos of links.
Access is a folder structure designed to work with folders and links together as a fundamental part of the system.
The Access folder structure is built on the principle of balancing knowledge and action in the digital age.
Microsoft Word is a folder-based document system primarily for managing knowledge.
Wikipedia, with its reliance on links, is positioned as a knowledge management system opposite to Microsoft Word.
GTD (Getting Things Done) is a system focused on action and managing information to accomplish tasks.
Zettelkasten emphasizes links and is used for connecting ideas, leaning more towards knowledge management.
The Access folder structure (A.F.C.S.) consists of Atlas, Folders, Calendar, Cards, Extras, Sources, and Spaces.
Atlas provides a high-level overview of knowledge, acting as a map of content.
Calendar in Access is used for time-based knowledge management, such as logging and reviewing daily notes.
Cards in Access serve as a flexible container for ideas and insights.
Extras in Access is for support material like attachments and templates.
Sources in Access helps in building an external library of ideas, differentiating internal knowledge from external sources.
Spaces in Access allows for the organization of large areas of life, deploying maps for each space.
The Access folder structure combines the strengths of folders and links, providing both structure and chaos for creative insights.
The Light Kit is a free downloadable starter kit for exploring digital note management using the Access folder structure.
The video concludes by encouraging viewers to experiment with the Access folder structure to find a personal balance in knowledge management.
Transcripts
in humanity's knowledge management efforts the ongoing battle is always between order and chaos
the most common part of that battlefield is between knowledge and action on the side of
knowledge we want to make sense of the world so we can live a life that we can be proud of
in that sense we are the philosophers but then on the other side of action we want to get things
done so we can get the things that we want on this side too much time thinking and we never
actually move in the world our thoughts and our bodies become fragile the thoughts become fragile
because they're never tested against reality and yet too much time striving and we easily lose
track of what matters our hearts and souls become fragile as the amount of information we consume
daily has exploded exponentially it has opened up a new battlefield between folders and links
now all these battles should not be to the death no they should be tensions that we balance
so how do we balance these ongoing tensions in our efforts to manage knowledge in the digital age
what if there was a way to balance the efficient order of folders with the creative chaos of links
what if there was a way to balance our love of wisdom with our desire for progress well
i'm excited to offer one possible solution called access a folder structure built from the ground up
to work with folders and links together not as an afterthought and not as a retro fit
but as a fundamental part of the design process i believe the access folder structure will
get you closer to having a holistic system to manage knowledge and action in the digital age
but first let's look at how we got here starting with microsoft word
okay check out this map before i show you where microsoft word is on it let's talk about what
we're looking at this is the emphasis of knowledge management systems so those two tensions that we
were talking about between knowledge and action that's where they are on the map check them out
knowledge is at the top of the y-axis and then action is at the bottom and this is a tension
that we have to manage and then same thing with the x-axis over on the left we see folders over on
the right we see links this is another tension in the modern digital age that we're trying to figure
out how to manage and when it comes to knowledge and action that management that tension that
we felt it has has gone up for as long as we've possibly been alive as homo sapiens so it's really
interesting to check out that tension in the digital age and how that relates to folders and
links so let's hop in number one microsoft word came on the scene and think about what microsoft
word is doing it is a folder-based document system and it's mainly to manage knowledge
that's the intention behind it not many people are using microsoft word to get things done they're
not using microsoft word to link out to a million different documents that's just not what happens
so word goes up here what's next wikipedia so at the start of the 21st century wikipedia bursts
onto the scene and what do we have with it we have online links and what is wikipedia trying to do
manage knowledge so it is sort of in in some ways it's the opposite of microsoft word it's not
personal it's public it's all about knowledge just like word except instead of folders it is relying
on links are we getting a sense of how the map is working let's keep going then something else
that was coming onto the scene around the same window of time was gtd which stands for getting
things done the seminal work by david allen to help people manage information for the purposes
of getting things done so guess what that's all about action so we can see that gtd is far down
here on action now as far as folders versus links the system itself is a little bit more
structured towards folders but that doesn't mean that some people haven't tried to retrofit it to
work with tags and links and other things so for our purposes gtd is right here on the map of where
knowledge management systems are emphasizing their importance now next up we have the zeddle casting
coming on the scene very strong in the past decade where does that land up on our map and we can see
zetta locastin is all about the link it is all about the links that is the emphasis when you're
connecting ideas together in a zl cast in now you can see though the cloud covers a little bit of
knowledge and a little bit of action and it's kind of in between both but it's definitely a little
bit more on the knowledge side although when you are using the zettocast in for outputs you get a
little bit more of that action-oriented side of things okay and then we had a splash of three
different systems all around the same time and that would be johnnydecimal the parasystem and ppv
i don't have time to go into all the details here but i'll say johnnydecimal is very folder oriented
and it's a little bit more about knowledge although you can still do some action with it
para is in many ways the spiritual successor of gtd uh allowing us to take those concepts and
apply them and not just for action-based stuff but also for knowledge based stuff but it is designed
it was designed to work with folders doesn't mean that it can't be retrofitted but that's definitely
where the emphasis was and then we have ppv i'll have links to all these below in the description
ppv is something that works with notion and databases databases are really hard to show
on this map but they are definitely closer to links and the dynamic aspects of linking
information than they are to folders so i put ppv here and really it's both in action and you can't
tell with the clouds here but it's going all the way up to knowledge as well
what are we missing we are missing something to unify these concepts and that is access
the folder structure and that's what i'm about to introduce to you the access folder structure
balances knowledge and action folders and links into a dynamic hybrid system that was designed
from the ground up to give you the best of all of these worlds and to manage these ongoing tensions
in knowledge management okay i hope that got you thinking about what is actually in the access
folder structure and i just want to say this this map is meant to stimulate thought into what
is actually going on with knowledge management in the digital age if you are better informed to how
all these different systems are working then you'll know the ones that will work best for
you and for what you are trying to accomplish so without further ado let's jump into access itself
introducing access a folder structure for easy access to your world of knowledge
what does the folder structure look like here we go you have a for atlas c for calendar c for cards
e for extra s for sources and s for spaces let's dive into each one so you can see how it applies
number one atlas when you work with linked knowledge you need something new you need higher
order notes what do those notes look like they are maps of content there are dashboards overviews
logs data scopes these type of notes that sit on top of the rest of your notes and give you a
bird's eye view into all of your knowledge that is your map of maps that is your atlas what does it
help you do helps you gather develop and navigate your ideas successfully and what lives here maps
to your world of knowledge going to the next one calendar it turns out when we remember things
we use location maps but we also use time and the way that we use time with knowledge management is
through the calendar folder and the notes we save here it helps us log track and review what matters
what lives here is your time-based information so some examples that you'll see are daily notes
meetings plans reviews and journals the next folder cards now cards might sound kind of strange
but in the world of linked notes when you're trying to save ideas into their own container
of thought a note you'll have a lot of different cards and what cards allow you to do is just
a way to say note but it gives it a little bit more flexibility
cards help you build and connect your ideas so what goes in ideas insights and other things
what are some examples ideas things you could have a people cards folder section subfolder
concepts statements if you are a cook recipes if you're into exercise something with a physical
exercises you can make any sort of card subfolder as you need to but all these bits of knowledge
that you gather over your lifetime they go into the cards folder next up extras extras covers
everything in between it helps you keep your support material handy what goes in support
material like attachments graphics images manuals templates hand drawings whatever it is extras can
handle that next up we have sources this helps you build your external library of ideas so something
that we're coming to terms with in the digital age is that there's this explosion of knowledge and
there's also what we think about internally and we don't want to confuse the two all the time so when
we look at cards that's more of our place where we're creating our own little nuggets of knowledge
that we can link to each other effectively but then in sources we can save and keep outside
sources and make sure that they're organized in a way that we can find quickly through folders
just as easily as we can find through links so the things that you encounter are what go in here
and some examples that you encounter that are sources are articles books podcasts
research papers courses talks movies and tv shows that you want to take notes on and
videos and much more and last i'm very excited for this one spaces what are spaces spaces are any
big spaces in your life and you should probably have two maybe three spaces at any given time
in your life so you're always going to have your life space the stuff that you have to take care
of in your personal life and you'll also have one that's work now depending on how ambitious
rambunctious or how much time you have you might also have a third space you could call that your
hobby space maybe it's something else maybe it's your side hustle who knows so you'll at least have
two spaces and in each space in your life in this folder structure you deploy maps and so that is m
a p s maps so within the life folder you have four subfolders for your maps of content those are mocs
areas projects and support notes we're going to cover this in depth in the next section so
you can see how it actually tangibly can work for you so remember the tension we were talking about
between folders and links spaces and maps are part of that solution because anytime you have a new
space in your life all you have to do is deploy a new set of maps so if you have one for hobbies you
just deploy a new set of maps and you're off to the races and that is where you're managing your
actions so look at the access folder structure that vertical structure and do you remember that
on our map we had knowledge at the top and action at the bottom and if you look at the access folder
structure it is mimicking that sense our knowledge comes when we have our higher order maps and our
dashboards we take some daily notes we have our knowledge cards and goes all the way to
the bottom two spaces and in spaces that is where all the action happens knowledge to action that is
the access folder structure so to dive deeper into the access folder structure i'm sharing
two lessons from the light kit tutorial videos the light kit is a free downloadable starter
kit to get you exploring ways to manage your digital notes it's been downloaded over 33 000
times probably more by the time you watch this and the download link is in the description below
try it out experiment learn by doing and discover the power of linking your thinking okay and now
to the light kit version of nick to show you the access folder structure in action
take it away nick let's introduce access what is access is an acronym that stands
for atlas calendar cards extras sources and spaces access is the solution to tension
that has been coming in three different dimensions when it comes to knowledge management the first
tension is between knowledge itself and action so what are you using your knowledge for
well it's going to be some mixture of these two things knowledge for the sake of knowledge itself
which i find is a worthy pursuit but often we also want to accomplish things in the real
world that lead to real outcomes real results and allows us to survive in a world where you have to
provide value and get compensated for it so how do we balance the tension between
ideas and projects that's what's happening here what's another tension folders versus links
we've had folders forever we're relatively new with links how do we manage that tension
and then the third tension that we're trying to manage is structure which folders provide a lot
of versus the chaos which sometimes we can feel in a environment completely filled with links
the intention around the access folder structure is that we get the best of all these worlds we can
manage knowledge just as effectively as action we can use folders and the strengths that they
provide as well as links and the strengths that they provide we can have both structure when we
want it and the chaos because the chaos is where some of that beautiful bottom-up energy comes from
where we start generating really unique insights and we can really tap into our creative selves
how does that accomplish it well let's kind of twirl these down the first place is called
encounters because generally speaking we encounter things and then we express ourselves in between
we do something called thinking but mainly it's encountering and expressing and that's a
feedback loop and we just go back and forth between those two things so the first folder
after we encounter something this is where we can put new ideas by the way and then we have a place
to access some of those maps of content some of them are more of the data scopes like this essay
so this only has one link home but it has all these saved searches this essay note is
actually pulling content in a bunch of queries saved searches data scopes all the same thing
and we can see different essays so that's pretty interesting what else scopes these are
very specific data scopes and we looked at a few already there are some that i'll let you discover
and so the atlas folder is your top down view it's very important it's up high too
in the folder structure to to allow you to have that visual sense that we're starting up high
and then we're going down into something for those knowledge management enthusiasts
we cannot downplay the importance of time-based understanding temporal context how else can i
say this well just daily notes we understand and we can remember things through when they
happened that was when i was in high school that was when i was a little kid
that was when i lived in this town and from that we can start to understand when we had an idea and
we can tether knowledge that way so that happens in the calendar i won't go into that for now
cards cards is the great catch-all this is where your zettles go if you're familiar with that term
these are where your atomic notes go and so much more so you can have people cards you could have
concept cards you could really really expand that into all sorts of sub-folders or you don't
have to have any sub-folders that's the beauty of links it just depends how many folders you want
what is the appropriate amount of structure for you because in this digital age of linked notes
folders can still serve structuring purposes but we still have the freedom to whenever we want make
a link so we get the best of both worlds extras is where the extra stuff goes media templates pdfs
files documents sources is where all that outside stuff goes the outside world sources can go here
i could twirl down books and see a few books here i encourage you to explore all of these
then we have spaces very excited for spaces before i go into spaces i want to make sure i've covered
everything here i always want to reiterate that access what separates the access folder structure
from a standard folder setup is that it's this unique hybrid that takes into account links into
a folder system it's a it's a beautiful thing i'm very excited to to have more people understand
that we can have the best of both worlds it's a folder-based pcam framework that also uses
link based maps of content so we can dynamically connect notes across folders
whoa that just blows my mind so that is the access folder structure i would like you to
spend some time twirling these things down seeing all sorts of hidden gems you don't need folders
you can get by without but i find that i do like a few and i think you might be the same way
yes links are exciting but we don't have to throw the baby out with the bathwater
with that in mind i want to talk about very next lesson the next lesson is about managing projects
in a link based system using the spaces folder and more specifically how we can deploy
maps and that is for our final lesson very excited to see you in that one
because we're going to see how we can manage action in the same area in the same pkm system
as knowledge and we are introducing spaces so if i twirl down the spaces folder i'm going to
make this even bigger you can see that there are two spaces within this folder life and work now
for me work i'd use an acronym called lyt for linking your thinking but what do you do for
work can you use it as an acronym there was a time where i had three spaces all at once i had
my life space we all had that one i also had my entertainment workspace when i was editing
and then i also had this one that was starting to become something the linking your thinking
space so you can have hobby spaces with workspaces with life spaces and that's kind
of the flexibility the beauty of a space you might be asking yourself right now
well is a space just an area is it just like a an area for projects what is a space exactly
well they're for any big area in your life and so i want to talk about that a little bit
because when i twirl one down i think it'll make a little bit more sense so i'm going to twirl down
the life space and here you can see how in each space we deploy maps and maps is an acronym
for mlcs areas projects and support notes so why not go back to our favorite note home note i want
you to see something here in our home note there's a project section so i can click on projects or i
can plan and prioritize my work life which is the light space for me or i can plan and prioritize
my personal life now let's jump into the life my life space and here's what i want you to see
a p s maps this allows me a way to not just have areas to not just have projects but to incorporate
link-based knowledge and how do we do that with mlcs so this is the hybrid system this is how
we combine folders with links it's a very elegant very simple solution so a good example this is you
can see my mlcs can take me to finances they can take me to health and then when i want to go into
areas i can scroll back scroll down a little bit further and jump into areas to plan and review
to work on financial notes and to work on health related notes now these are not notes i'm going
to be showing you but you can see what you can do here and then last we can go and jump into my life
projects now i also don't have this one available to you but you can see what that looks like
i also give you a few other ideas that you can play around with for life purposes this won't
mean much to you it means a lot to people who go through the light workshop but let's check out
the last one which is going to be the light space kit so now if you are managing some sort of small
business these are maybe some areas that you might consider first you might want some maps of content
for big areas content creation for whatever the the big thing is that you do for community related
efforts team management technical administration and the financials for the business these are
just some basic things you might have some other ones what about areas well things related to the
light kit i can put notes in a specific area same thing with the workshop now let's see
what that actually looks like i don't know how much i should actually show everyone here but
the one i do show is the light notes newsletter i think i have a few examples in here
so it's kind of funny because i have some email autoresponders here saying thank you for opting
in and things like that but amongst all of that stuff we also have the light notes themselves and
they're all contained in a single folder and i can move that folder around if i wanted to and where
does that folder live within spaces within the workspace and with the areas within the workspace
pretty cool if you ask me and we can have that for and i do for my flight school thing for my light
kit workshops light events those are my areas and then we also have projects i don't include
this in the light kit but i think you can kind of get the idea about what would go into projects so
that is the beauty now if we go all the way back let me twirl this one closed again i just want you
to know what's possible here yeah project just an example folder here nothing's inside let's close
spaces and there we go back to the walkthrough for every space that's big and important and
distinct in your life all you have to do is deploy maps mocs areas projects and support notes and it
works beautifully as a hybrid system between folders and links and it ties it all together
order versus chaos that's our constant tension even since ancient times these two forces stood
at odds with each other apollo versus dionysus the tension is at the heart of comedy and tragedy and
often times the difference is razor thin the crease of a smile the glint in the eye if we
see it we laugh if we don't we cry and if the tension is ever so right we might even do both
this same tension exists throughout our living days it's the tension between streets paved on
a grid and untamed vines there's no right way it's the balance that we seek and this tension doesn't
just exist in the real physical world it also exists in the world of ideas since before the days
hamlet experienced paralysis by analysis we have always had the same troubles of balancing
knowledge and action and it's even worse in the digital age and now that the common person
you and i have the ability to digitally link ideas together another plane of tension has
opened up between folders and links and that's why when it comes to managing your digital knowledge
the access folder structure finds the balance so give it a try it's actually meant to be broken and
reshaped by you because one of the fundamental truths of pkm personal knowledge management is
that it's personal i wish you good fortune in your efforts to manage the things that matter to you
i truly hope to help you get a grip on managing the information that is important to you
because the world of information is crazy but managing things that resonate with you can be fun
and when it is suddenly the world is so much more interesting so if you haven't already download the
free light kit below open it up as a new vault in obsidian and use it as a playground to run around
in experiment learn by doing and see what works best for you hey if this video made you think
whether you agree or not please like subscribe and comment below and until next time stay connected
you
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