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Records Management

Manage and govern the lifecycle of important electronic business information with OpenText Records Management software systems.

"Using the OpenText records management and classification practices, we have been able to reclaim over one terabyte worth of storage space as people are cleaning up in addition to classifying content. It is estimated that we will reduce the legal fees associated with e-discovery by 50 percent annually."

Scott Granger, Manager, Intranet Portals and Content Management at Sprint
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OpenText Business Records Management Software Solutions

  • Overview
  • Business Needs
  • Products
  • RESOURCES

Overview

Records Management Software Systems

Electronic records management programs reduce risk and cost. That’s the bottom line. A disciplined, enterprise-wide records management strategy ensures organizations can comply with external regulations and internal policies by managing the retention and disposition of content. When corporate information sources are brought under central information governance, there is a level of consistency that is not possible with disparate systems. Policy can be consistently set and enforced across all the content sources. It’s also the one strategic move organizations can make to minimize the risk of unmanaged information. Organizations gain control – ensuring relevant and pertinent information can be found in a timely manner. If the information does not exist, the organization will be able to authoritatively demonstrate that the content was dispositioned in compliance with policies, laws and regulations.

By providing a structured and transparent way to maintain records from creation through to eventual disposition, Records Management enhances corporate accountability, ensures regulatory compliance, and minimizes the risks associated with audit and litigation.

Featured Products

Optimize Exchange performance, while allowing users to work as they always have, retrieving archived messages from Microsoft Outlook with full fidelity in a single click

  • Optimize email server performance and reduced support overhead.
  • Comply with legal and regulatory obligations.
  • Support for user initiative or automated, rules based archiving.

OpenText™ File System Archiving

Automate the capture of shared file systems into a single repository to ensure content integrity, avoid redundancy, reduce storage costs and enable records management.

  • Reduce data redundancy and IT footprint.
  • Centrally store data within a manage repository.
  • Provide seamless access for end users.
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OpenText Content Suite Platform

A fully featured, highly scalable, Web-based imaging, document management, workflow, search, records management, and archiving system with a secure, single platform for organizing and sharing electronic and physical content across the enterprise.

  • Integrate content into business processes
  • Deliver and share content in its full business context
  • Maximize the value of content while minimizing the risks and costs associated to the content
  • Enhance content security and integrity
  • Provide a cohesive platform for a holistic information governance program
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Business Needs

Business Needs

Optimize operations by delivering content in the context of business processes

The OpenText™ Extended ECM Platform pioneered the concept of extending content management best practices into the industry lead applications that drive business processes, such as SAP, Salesforce and Microsoft. Building on that expertise, OpenText provides a class-leading, flexible development approach—providing the tools, APIs and templates needed to create customized integrations to virtually any application for:

  • Enhanced information flows with current lead systems and better business outcomes using existing IT investments
  • Maximized process and operational efficiencies through automation, identification, classification, analysis and distribution of information
  • Improved productivity and user experiences with seamless instant access to information for improved employee insights
  • Better information governance and content control across the entire organization
  • Minimized development cycles to free up IT resources for higher-level strategic purposes

Establish consistent and defensible Information Governance across the business

Enterprise information is growing at an exponential rate, where business applications are moving from the desktop to a variety of mobile devices and where information itself resides anywhere—in the cloud or on–premises. The firewall is no longer the "boundary" of the business, making it harder than ever to enforce information management policies and ensure compliance.

Companies everywhere are realizing the value that an Information Governance initiative can have for their business—in more ways than one. With the amount of information growing at an exponential rate, new regulations and policies are constantly coming into effect, and this has increased both the need for, and value of, Information Management.

Best practices and solutions that help meet compliance and risk mitigation mandates imposed by law, regulators, or internal quality standards are complemented by a keen focus on developing ways to capitalize on the kinds of productivity and efficiency gains that grow out of an asset-management approach to corporate information. Information Management solutions can help companies deliver a governance program to deal with corporate information, the consumers and creators of that information, in the context of real business processes.

Successful Information Governance programs demand that companies balance the needs and priorities to mitigate legal and business risk, take advantage of information to drive business value, and minimize the costs of managing information.

Products

Records Management Products

OpenText Records Management

Deliver complete, comprehensive lifecycle management for all of your corporate records and information holdings, in paper or electronic format.

  • All content types, all in one archive.
  • Accelerate your time to compliance.
  • Optimize email server and lead applications and ensure legal and organization compliance
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OpenText Content Suite Platform

A fully featured, highly scalable, Web-based imaging, document management, workflow, search, records management, and archiving system with a secure, single platform for organizing and sharing electronic and physical content across the enterprise.

  • Integrate content into business processes
  • Deliver and share content in its full business context
  • Maximize the value of content while minimizing the risks and costs associated to the content
  • Enhance content security and integrity
  • Provide a cohesive platform for a holistic information governance program
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Auto-Classification

Establish a highly defensible, completely transparent records management program as part of a broader information governance strategy while automating policy application tasks for business users.

  • Reduce litigation risk, eDiscovery and storage costs
  • Improve compliance, security, and user productivity
  • Save time in addressing the need to classify huge volumes of legacy content, email, and social media 
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Email Solutions

Securely store and govern email, ensure compliance with internal policies and industry regulations, while providing end users with seamless access to corporate data.

  • Eliminate transitory email in a defensible and consistent manner
  • Identify, retain and safeguard email from deletion
  • Provide users with an optimal email experience
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OpenText™ File System Archiving

Automate the capture of shared file systems into a single repository to ensure content integrity, avoid redundancy, reduce storage costs and enable records management.

  • Reduce data redundancy and IT footprint.
  • Centrally store data within a manage repository.
  • Provide seamless access for end users.
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Effectively manage SharePoint sites to enforce broader compliance and archiving policies, open access to all enterprise content, and lower ongoing administration and storage costs.

  • Accelerate and govern the rollout of SharePoint Sites.
  • Consistent compliance and archiving policies across all enterprise content.
  • Improve user productivity by providing access to content from numerous enterprise. sources directly through SharePoint in the context of business applications and processes.

OpenText Web Experience Management

Create and deliver dynamic, targeted interactions across multiple touch points with this solution built for high-performance, enterprise-scalable, and transaction-oriented web applications.

  • Leverage responsive design to display content consistently across mobile devices
  • Increase revenue by satisfying customers with compelling experiences and meaningful conversations
  • Take advantage of every customer touch point with device neutral, content-centric experiences 
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javax.servlet.jsp.JspException: Exception in generateLink tag at com.opentext.www.linktranslation.OTLinkBuilder.doStartTag(OTLinkBuilder.java:250) at org.apache.jsp.opentext.view.redesign.productCategoryProductsLC_jsp._jspx_meth_otwww_005fgenerateLink_005f0(productCategoryProductsLC_jsp.java:715) at org.apache.jsp.opentext.view.redesign.productCategoryProductsLC_jsp._jspx_meth_c_005fforEach_005f0(productCategoryProductsLC_jsp.java:339) at org.apache.jsp.opentext.view.redesign.productCategoryProductsLC_jsp._jspx_meth_c_005fwhen_005f0(productCategoryProductsLC_jsp.java:288) at org.apache.jsp.opentext.view.redesign.productCategoryProductsLC_jsp._jspx_meth_c_005fchoose_005f0(productCategoryProductsLC_jsp.java:251) at org.apache.jsp.opentext.view.redesign.productCategoryProductsLC_jsp._jspService(productCategoryProductsLC_jsp.java:124) at org.apache.jasper.runtime.HttpJspBase.service(HttpJspBase.java:70) at javax.servlet.http.HttpServlet.service(HttpServlet.java:723) at org.apache.jasper.servlet.JspServletWrapper.service(JspServletWrapper.java:388) at org.apache.jasper.servlet.JspServlet.serviceJspFile(JspServlet.java:321) at org.apache.jasper.servlet.JspServlet.service(JspServlet.java:267) at javax.servlet.http.HttpServlet.service(HttpServlet.java:723) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:290) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at org.apache.catalina.core.ApplicationDispatcher.invoke(ApplicationDispatcher.java:646) at org.apache.catalina.core.ApplicationDispatcher.doInclude(ApplicationDispatcher.java:551) at org.apache.catalina.core.ApplicationDispatcher.include(ApplicationDispatcher.java:488) at com.vignette.ext.templating.mvc.views.JSPView.render(JSPView.java:70) at com.vignette.ext.templating.mvc.views.AbstractScriptView.renderScript(AbstractScriptView.java:79) at com.vignette.ext.templating.mvc.views.ComponentView.handleNewComponent(ComponentView.java:387) at com.vignette.ext.templating.mvc.views.ComponentView.getRenderedComponentFragment(ComponentView.java:336) at com.vignette.ext.templating.mvc.views.ComponentView.render(ComponentView.java:237) at com.vignette.ext.templating.mvc.controllers.RegionController.renderComponentFragment(RegionController.java:155) at com.vignette.ext.templating.mvc.controllers.RegionController.getModelAndView(RegionController.java:114) at com.vignette.ext.templating.mvc.controllers.RegionController.handleRequestInternal(RegionController.java:89) at org.springframework.web.servlet.mvc.AbstractController.handleRequest(AbstractController.java:153) at org.springframework.web.servlet.mvc.SimpleControllerHandlerAdapter.handle(SimpleControllerHandlerAdapter.java:48) at org.springframework.web.servlet.DispatcherServlet.doDispatch(DispatcherServlet.java:790) at org.springframework.web.servlet.DispatcherServlet.doService(DispatcherServlet.java:719) at org.springframework.web.servlet.FrameworkServlet.processRequest(FrameworkServlet.java:669) at org.springframework.web.servlet.FrameworkServlet.doGet(FrameworkServlet.java:574) at javax.servlet.http.HttpServlet.service(HttpServlet.java:617) at javax.servlet.http.HttpServlet.service(HttpServlet.java:723) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:290) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at org.apache.catalina.core.ApplicationDispatcher.invoke(ApplicationDispatcher.java:646) at org.apache.catalina.core.ApplicationDispatcher.doInclude(ApplicationDispatcher.java:551) at org.apache.catalina.core.ApplicationDispatcher.include(ApplicationDispatcher.java:488) at com.vignette.ext.templating.mvc.controllers.PageLayoutController.renderRegionFragment(PageLayoutController.java:114) at com.vignette.ext.templating.mvc.controllers.PageLayoutController.getModelAndView(PageLayoutController.java:66) at com.vignette.ext.templating.mvc.controllers.PageLayoutController.handleRequestInternal(PageLayoutController.java:51) at org.springframework.web.servlet.mvc.AbstractController.handleRequest(AbstractController.java:153) at org.springframework.web.servlet.mvc.SimpleControllerHandlerAdapter.handle(SimpleControllerHandlerAdapter.java:48) at org.springframework.web.servlet.DispatcherServlet.doDispatch(DispatcherServlet.java:790) at org.springframework.web.servlet.DispatcherServlet.doService(DispatcherServlet.java:719) at org.springframework.web.servlet.FrameworkServlet.processRequest(FrameworkServlet.java:669) at org.springframework.web.servlet.FrameworkServlet.doGet(FrameworkServlet.java:574) at javax.servlet.http.HttpServlet.service(HttpServlet.java:617) at javax.servlet.http.HttpServlet.service(HttpServlet.java:723) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:290) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at org.apache.catalina.core.ApplicationDispatcher.invoke(ApplicationDispatcher.java:646) at org.apache.catalina.core.ApplicationDispatcher.doInclude(ApplicationDispatcher.java:551) at org.apache.catalina.core.ApplicationDispatcher.include(ApplicationDispatcher.java:488) at com.vignette.ext.templating.mvc.taglib.TagUtil.controllerInclude(TagUtil.java:92) at com.vignette.ext.templating.mvc.taglib.PageLayoutTagSupport.renderPageLayout(PageLayoutTagSupport.java:48) at com.vignette.ext.templating.mvc.taglib.PageLayoutTagSupport.doStartTag(PageLayoutTagSupport.java:40) at org.apache.jsp.in_005fline.pageLayout_jsp._jspx_meth_page_005fpageLayout_005f0(pageLayout_jsp.java:87) at org.apache.jsp.in_005fline.pageLayout_jsp._jspService(pageLayout_jsp.java:62) at org.apache.jasper.runtime.HttpJspBase.service(HttpJspBase.java:70) at javax.servlet.http.HttpServlet.service(HttpServlet.java:723) at org.apache.jasper.servlet.JspServletWrapper.service(JspServletWrapper.java:388) at org.apache.jasper.servlet.JspServlet.serviceJspFile(JspServlet.java:321) at org.apache.jasper.servlet.JspServlet.service(JspServlet.java:267) at javax.servlet.http.HttpServlet.service(HttpServlet.java:723) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:290) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at org.apache.catalina.core.ApplicationDispatcher.invoke(ApplicationDispatcher.java:646) at org.apache.catalina.core.ApplicationDispatcher.doInclude(ApplicationDispatcher.java:551) at org.apache.catalina.core.ApplicationDispatcher.include(ApplicationDispatcher.java:488) at com.vignette.ext.templating.portal.taglib.VAPIncludeTag.doStartTag(VAPIncludeTag.java:180) at org.apache.jsp.templates.template0005.eZZTVQcadfUVfWRTbZQcQSYQQeXWSQaQ.opentext_005fblank_005fgrid_jsp._jspService(opentext_005fblank_005fgrid_jsp.java:240) at org.apache.jasper.runtime.HttpJspBase.service(HttpJspBase.java:70) at javax.servlet.http.HttpServlet.service(HttpServlet.java:723) at org.apache.jasper.servlet.JspServletWrapper.service(JspServletWrapper.java:388) at org.apache.jasper.servlet.JspServlet.serviceJspFile(JspServlet.java:321) at org.apache.jasper.servlet.JspServlet.service(JspServlet.java:267) at javax.servlet.http.HttpServlet.service(HttpServlet.java:723) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:290) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at com.vignette.portal.website.enduser.filters.JSPAccessFilter.doFilterSingleInvocation(JSPAccessFilter.java:46) at com.vignette.portal.website.internal.SingleInvocationFilter.doFilter(SingleInvocationFilter.java:52) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:235) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at com.vignette.portal.website.internal.SingleInvocationFilter.doFilter(SingleInvocationFilter.java:54) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:235) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at com.vignette.portal.website.internal.SingleInvocationFilter.doFilter(SingleInvocationFilter.java:54) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:235) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at org.apache.catalina.core.ApplicationDispatcher.invoke(ApplicationDispatcher.java:646) at org.apache.catalina.core.ApplicationDispatcher.doInclude(ApplicationDispatcher.java:551) at org.apache.catalina.core.ApplicationDispatcher.include(ApplicationDispatcher.java:488) at com.epicentric.servlets.ServletUtils.include(ServletUtils.java:189) at com.epicentric.template.Style.execute(Style.java:384) at com.epicentric.template.Style.execute(Style.java:206) at com.vignette.portal.website.enduser.internal.requestprocessing.system.DefaultRequestProcessor.executeStyle(DefaultRequestProcessor.java:289) at com.vignette.portal.website.enduser.internal.requestprocessing.system.DefaultRequestProcessor.process(DefaultRequestProcessor.java:195) at com.vignette.portal.website.enduser.internal.ControllerServlet.service(ControllerServlet.java:200) at javax.servlet.http.HttpServlet.service(HttpServlet.java:723) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:290) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at com.vignette.portal.website.enduser.filters.SiteResolutionFilter.doFilter(SiteResolutionFilter.java:204) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:235) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at com.vignette.portal.website.enduser.filters.AuthenticationFilter.doFilter(AuthenticationFilter.java:42) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:235) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at com.vignette.portal.website.enduser.filters.InitPortalContextFilter.doFilter(InitPortalContextFilter.java:52) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:235) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at com.opentext.itapps.servlet.filters.ContentMetaInfoSettingFilter.doFilter(ContentMetaInfoSettingFilter.java:37) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:235) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at com.opentext.www.servlet.EUCookieComplianceLoggingFilter.doFilter(EUCookieComplianceLoggingFilter.java:56) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:235) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at com.vignette.portal.website.internal.StartupProtectionFilter.doFilterSingleInvocation(StartupProtectionFilter.java:102) at com.vignette.portal.website.internal.SingleInvocationFilter.doFilter(SingleInvocationFilter.java:52) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:235) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at com.vignette.portal.website.internal.EnvironmentalWrapperFilter.doFilterSingleInvocation(EnvironmentalWrapperFilter.java:56) at com.vignette.portal.website.internal.SingleInvocationFilter.doFilter(SingleInvocationFilter.java:52) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:235) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at org.apache.catalina.core.ApplicationDispatcher.invoke(ApplicationDispatcher.java:646) at org.apache.catalina.core.ApplicationDispatcher.processRequest(ApplicationDispatcher.java:436) at org.apache.catalina.core.ApplicationDispatcher.doForward(ApplicationDispatcher.java:374) at org.apache.catalina.core.ApplicationDispatcher.forward(ApplicationDispatcher.java:302) at com.vignette.ext.furl.response.AbstractURLResponse.doForward(AbstractURLResponse.java:169) at com.vignette.ext.furl.response.AbstractURLResponse.respond(AbstractURLResponse.java:98) at com.vignette.ext.furl.processor.URLProcessor.process(URLProcessor.java:202) at com.vignette.ext.furl.servlet.FriendlyURLFilter.doFilter(FriendlyURLFilter.java:95) at org.springframework.web.filter.DelegatingFilterProxy.invokeDelegate(DelegatingFilterProxy.java:237) at org.springframework.web.filter.DelegatingFilterProxy.doFilter(DelegatingFilterProxy.java:167) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:235) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at com.opentext.www.pdfwriter.PDFWriterFilter.doFilter(PDFWriterFilter.java:178) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:235) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at com.opentext.profiling.ParamCookieFilter.doFilter(ParamCookieFilter.java:74) at org.apache.catalina.core.ApplicationFilterChain.internalDoFilter(ApplicationFilterChain.java:235) at org.apache.catalina.core.ApplicationFilterChain.doFilter(ApplicationFilterChain.java:206) at org.apache.catalina.core.StandardWrapperValve.invoke(StandardWrapperValve.java:219) at org.apache.catalina.core.StandardContextValve.invoke(StandardContextValve.java:191) at org.apache.catalina.core.StandardHostValve.invoke(StandardHostValve.java:127) at org.apache.catalina.valves.ErrorReportValve.invoke(ErrorReportValve.java:103) at org.apache.catalina.valves.AccessLogValve.invoke(AccessLogValve.java:617) at org.apache.catalina.valves.RemoteIpValve.invoke(RemoteIpValve.java:652) at org.apache.catalina.core.StandardEngineValve.invoke(StandardEngineValve.java:109) at com.jamonapi.http.JAMonTomcatValve.invoke(JAMonTomcatValve.java:72) at org.apache.catalina.connector.CoyoteAdapter.service(CoyoteAdapter.java:293) at org.apache.coyote.http11.Http11NioProcessor.process(Http11NioProcessor.java:883) at org.apache.coyote.http11.Http11NioProtocol$Http11ConnectionHandler.process(Http11NioProtocol.java:756) at org.apache.tomcat.util.net.NioEndpoint$SocketProcessor.run(NioEndpoint.java:2389) at java.util.concurrent.ThreadPoolExecutor.runWorker(ThreadPoolExecutor.java:1145) at java.util.concurrent.ThreadPoolExecutor$Worker.run(ThreadPoolExecutor.java:615) at java.lang.Thread.run(Thread.java:745) Caused by: com.vignette.util.VgnIllegalArgumentException: 03/27/2024 20:50:19:155, Message 001-001-0017: Illegal id: ''. Length must be 40 characters. at com.vignette.util.GUID.checkId(GUID.java:494) at com.vignette.util.GUID.(GUID.java:346) at com.vignette.util.GUID.(GUID.java:331) at com.vignette.cms.client.common.ObjectId.(ObjectId.java:113) at com.vignette.as.client.common.ref.VCMObjectRef.setId(VCMObjectRef.java:93) at com.vignette.as.client.common.ref.ManagedObjectVCMRef.setId(ManagedObjectVCMRef.java:254) at com.vignette.as.client.common.ref.VCMObjectRef.(VCMObjectRef.java:43) at com.vignette.as.client.common.ref.ManagedObjectVCMRef.(ManagedObjectVCMRef.java:77) at com.opentext.www.linktranslation.OTLinkBuilder.doStartTag(OTLinkBuilder.java:122) ... 157 more

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