User Question: Media Files

Response to User Question:

There are a number of questions but I will attempt to answer each of them here.

Where to Add New Media:

Where should I Add New Media (ex Photo) first? To..... 1) Person or 2) Media workspace w source & citation?

That depends:

I work on Media files in the Media Workspace. BUT, I also ALWAYS have a Citation on my Media Files. And I create Citations FIRST. So to answer your question, based on What I do, I start in the Sources Workspace, Create / Craft the Citation and ADD that Media File to the Citation. 

I started updating my media with sources & citations but notice that linking the photo to a person, person's name or other fact does not add to the Person media on the bottom left panel.

When I have the Citation, now with the media file, I then LINK to the Profile, Normally, just to the Person, not any Fact. (using a photo as the example). I would only link a media file to a Fact, if that media item was a document, saved as a Media File.

I don't and any media files in the People Workspace, Person Tab. (your bottom left panel). I want that media file with a Citation. In the Media File, Description, I also Paste the Citation. If it is a group photo, for example, above the Citation would me Left to Right: .... type of information describing who is in the photo.

Should I always add media to the Person lower left panel? I feel all media associated with a person should appear here then when you click on a fact in the upper panel the media will also appear in the right panel associated with a source/citation.

You certainly can do what you want, I can only share what I do.

What is this lower left panel's function?

Lower Left Panel, on what screen? 

Is that panel just for my viewing?

If you want to look at a Media File, Media Workspace and select the Media file and if you double click it will become larger. Not exactly sure what you are asking. 

I read that if you wish to have your family file backups smaller then do not add the Media by copying but rather choose the LINK option. Keeping my family file smaller and utiilizing a separate media folder on my computer is preferred.

It depends on what you want that back up to do, later on. Yes, if you do not include Media the FBC file will be Smaller, like an Automatic Back Up. No Media files.

Again, my opinion. I want ONE File for ALL of the Media Files for that one Family Tree Maker File. < filename > Media. The Media files in the Folder, will ALWAYS BE Copies, for me. The original media files will be in separate folders on my computer. The only Media files that I don't have elsewhere on my computer are Record Media files from Ancestry.

Is sounds like you are trying deal with diskspace in your question. I MOVE all of my Back Up files, including Media Files, from my Hard drive to an External Hard Drive. Both my hard drive and external drives are backed up to the Cloud automatically.

I tested with 2 different media by ADD NEW MEDIA to a PERSON one by top option (copy) and 2nd by bottom option (link) and cannot see what is really happening. I have read everything on your blog and the Family Tree Maker Companion Guide but nothing seems to show me this specific situation.

Sorry, don't understand. Try my suggestion then see if that gets at your question. Use a one or two person test file.

The link vs copy option seems to come up in a few situations when dealing with Media and the choice may be different depending on where/how it the Media was first added. If I understand what happens with one piece of new media then cleanup of existing media will be simpler.

As I said earlier, I ALWAYS use the Copy option, NOT Link. The Link allows you to use a Media file somewhere on your computer. When you do a Back Up, that Media file will NOT be included. The link will be there and there is a "find missing media" utility, but I want EVERYTHING for that file, using the Compact and Back Up feature, in the Tools Menu, where the Back Up includes the Media Files.

Lynn

FTM2019 (started researching in 1999 ... on an off again)

All of the above lets me sleep at night, knowing that if something happens to my computer or family tree maker database, I can recover quickly. Oh, and yes, it has happened to me. 

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Copyright © 2022 by Cousin Russ

Reader Question: Streamline Source Group List

Here is a Question from a reader:

I want to streamline my Source Group List - for ex. Can I have all 1900 Censuses within one large Source group with subgroups for each State? I would like to see an in depth way you select source groups and your list of source groups. I have narrowed mine to 383 source groups as of now. I didn't see this topic on your website except for the video where you said don't just merge Censuses because they are from different locations. Thanks in advance.

I don't want to streamline my Source Group List. So, I am not sure I can help you. You can submit your request from the Help Menu of FTM2019.

Having said that, why don't I want to streamline my Source Group List. 

First, I don't normally work from that list. That is starting to do something from the Source Group list. I do go the Source Workspace frequently. I do want to see, in your Census example, the Census Year, by State, and County. The Census Source Template feature allows for just the Year, or Year and Location. I want the Year and Location.

I spend a lot of time on my Sources and Citations, but I want to see the details. 

Another example, for me, Email Citations. I have a Source Group for each "cousin" that I have emailed with, as the "cousin" as a Source Group. I would also have a Source Group for myself and each of those "cousins". The Cousin Source Group would be those emails FROM that Cousin, and My Source Group would be TO that Cousin.

Remember, please, that I use the Source Template Feature 100% of the time.

IF that doesn't answer your question, Please (Marnie) help me understand what you mean by "streamline". I am guessing shortening the Source Group List. The way I use them, I need to understand what you are trying to accomplish.

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Copyright © 2021 by Cousin Russ

User Question - Fact not listed

Here is a question from a Reader:

Trying to clean up unknown in "facts labels" and found an Indiv unknown fact & source s/be marraige shared fact but marriage fact not an option in fact change list for individuals.

That is because the Marriage Fact is a Shared Fact. ____________________________________________________________
Copyright © 2021 by Cousin Russ

User Question - Next Release

Here is a question from a reader of this blog:

When is the next release of FTM going to be released? Don't want to buy FTM 2019 if new software will be release in the next year or so....

I have two answers.

1 - I have not clue, I am a user

2 - Why Wait ? Usually when a new version is made available, Software MacKiev, as previous developers, offer a "deal".

I don't know for sure, but there may be an update to FTM2019 in the works

Get FTM2019 NOW. 

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Copyright © 2021 by Cousin Russ

Reader Question - Adding Multiple People of a Family

Question from a Reader of this blog

Adding Multiple People of a Family:

Hey Russ, I am seeking a more streamlined method of entering a new family in FTM (2019) than one at a time. Specifically, when I find a census record with, e.g. a family of a couple with 10 children (or several families in one census), it is very labor intensive and time consuming to enter each person of each family into FTM software, especially the repetitive information, e.g. p.o.b. and source information, etc. My wish is that I could enter the entire family in something like an Excel spreadsheet and then import them in to FTM. Do you know of a smoother manner to enter such records?

I know of not easy way to do what you are asking.

However, The built in Web Merge Feature is how I deal with Census Records. I have blogged about this many times. This feature will Merge the Data from the Record, include Citations on each Fact included, and attach any media files to the Citation.

Hope that helps 

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Copyright © 2021 by Cousin Russ

Reader Question - FamilySearch Citations

Reader question:

When I import from a FamilySearch tree the details of attached sources seem to be in the wrong fields - ie every citation belongs to the same source "FamilySearch Family Tree". Is there a workaround to bulk edit attached sources from an imported FamilySearch to make them more useful?

Simple answer and only my Opinion. I do NOT use ANY FamilySearch Source nor Citation Information. [ Period ] I ALWAYS Rewrite ALL Source and Citation Information. I want and move ALL of this Source and Citation information to a Source Template and complete the Citation Detail field.

As you said, "FamilySearch Family Tree" is a Source Group and is populated when you do a Merge of information from FamilySearch.

No Workaround, sorry. I suggest moving that Source and Citation information into the Source Template Feature. I have many blog posts on the blog on how to do that. 

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Copyright © 2020 by Cousin Russ

Reader Question - FamilySearch 2.0 - Match vs Merge

Question from a Reader:

How to add a FamilySearch ID to a person without merging from web search. I just want to copy and paste the ID into my tree so I can keep it it in a way the program understands - but without taking a chance of merging something from someone elses tree that I don't want.

Easy question. With FTM2019, FamilySearch 2.0 was implemented, and I have blogged about this before. 

The feature that you want IS IN FTM2019, which is the MATCH feature. In the Web Search Workspace, following a FamilySearch HINT, you have TWO option's. Merge or Match. You want Match. 

Blue box = FamilySearch Hint

Clicking on the FamilySearch Hint will take you to the WebSearch Workspace

Compare the information in your FILE on the Left, data from FamilySearch on the Right. IF you think they are the SAME person, click on the MATCH option.

That will put the FamilySearch ID on the Profile of the person in your database. NO other information in brought into Family Tree Maker.

 

The result is the FamilySearch ID will be added. Please note, there will be no Citation for that FACT and NONE is Required and not reported in the Undocumented Fact Report.

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Copyright © 2020 by Cousin Russ

Reader Question about Paste Duplicate vs Paste Link to Citations

A Reader Question about Citations:

When or under what circumstances do you use "Paste Duplicate Source Citation" vs "Paste Link to Source Citation"?

This is a great question and I have not posted about the differences, only how I use those options. Sorry, I haven't done that until now.

What am I talking about or what is the Question about ?

In the People Workspace, Person View, Right Panel, where a Fact is selected and you want to add a Citation to that Fact.

First, I do not link the term "Source Citation".It appears to be one thing, two words, but it is really TWO things, a Source and a Citation. "Source, Citation" with the comma, to indicate two things. 

This "New" button's pull down menu has 4 options:

• Add New Source Citation
• Use Existing Source Citation
• Paste Duplicate Source Citation
• Paste Link to Source Citation.

The first one, "Add New Source Citation", is really two steps, Create or add a New Source (Source Group), then Add a Citation to that Source and Link the Citation to a FACT.

The "Use Existing Source Citation" is where you Select an Existing Source (from the Source Group List in the Left panel), and Selecting an existing Citation from the Source's group of Citations.

An example us of this option, is that you have a Citation already and you want to add or link the SAME Citation to a new or different Fact. The ICON to the Right of "New" does the same function, Copy the highlighted Citation. You then would PASTE Link to the Source Citation, or the 4th item on that pull down menu. Remember this is a special, Family Tree Maker "clipboard" used for Copying and Pasting.

The Paste Duplicate Source Citation option, or third on the list in the menu, is similar, but the use for this is when you are going to EDIT the Citation Detail field creating a New Citation, in the SAME Source Group. OR, I want to make a Duplicate Citation, but I will Edit the Citation Detail creating a New Citation. Example: I want to change the NAME of the Person of Interest, in this new Citation.

I have a routine, where I will look at a Profile, but need to really view it when I have time. I created a Fact called "Profile Reviewed". That Fact is marked Private, as I am the only one who will see that fact, and have a Citation:

Worthington, Russ, [ ADDRESS FOR PERSONAL USE ], Profile Review; Reviewed 04 September 2019.

A year later, I find that I need to review it again. Usually after a Merge, or I have Conflicting Information. So, I Select the Copy Citation ICON (to the right of New), then use the Paste Duplicate Source Citation option, in the New Menu, then EDIT that new / copy of the Citation and change 04 September 2019 to 16 September 2020, creating a New Citation.

Worthington, Russ, [ ADDRESS FOR PERSONAL USE ], Profile Review; Reviewed 16 September 2020.

Taking this one step further, I have three more Profiles,  then can Copy the Citation (ICON to the right of New),  with the 16 September 2020 date, so it is in the Family Tree Maker clipboard, then go to the 2nd profile, where I am doing the same thing, adding a "Profile Reviewed" Fact, and Click New, and PASTE Existing Link to the Source Citation. Repeat the Adding of the Fact and the PASTE Existing Link to the Source Citation to the next two Facts for the three profile.

Summary:

New - want to Create a New Source (Source Group) and Citation

Use and Existing Citation - have a Citation that needs to be added to another Fact, where you Select that Citation

Paste Duplicate Citation - want a Copy of a Citation to be edited, creating a NEW Citation in that same Source Group

Paste Existing Link to the Citation - adding a Link to an existing Citation

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Copyright © 2020 by Cousin Russ

Reader Question: Unlinked Media Files

A Reader Question:

Hi have a question about FTM. On my tree the media tab has 1450 media files but the media file in my FTM media file on my PC has 1500 media files. Do both folders need to be the same? Which folder is correct? How do I make both media folders the same? Will I need to go through them manually to weed out? Thanks John

Go to Publish, Media Usage Report, Create Report. In the list of options, uncheck ALL but the last one: Show unlinked Media.

and you will see those images that are not linked. It will include the Filename and Caption.

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Copyright © 2020 by Cousin Russ

Reader Question: Media Sort

Reader Question:

I have FT 2017. On an older version the photos in a persons media file could be arranged by the date of the photo. That doesn't work anymore. How can I arrange the photos by date without manually moving each one into position. Thank you.

Remember, you can Sort the Media files by Filename or Caption. So, your Filenaming can control the order of the media files and the way you Caption each media file will control the order they appear.

I have blogged about this (search for or scroll down the left column to Filenames. 

In the Media Workspace, I want to look at the images so that they appear by Person and in the Date order.

Surname-FirstName_MiddleName_Suffix-YYYY-Event

If no middle name or no suffix, it would be Surname-FirstName-YYYY-Event

The Caption is very similar

Firstname Middlename Surname Suffix - YYYY - Event

Note the Dash, Underscores, and Spaces. 

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Copyright © 2020 by Cousin Russ

Reader Question - Citation Formatting Errors

Response to a Reader Question:

I just wrote (and erased) a long screed about the formatting errors I found in using a source template (SSDI) for the first time. Since the workarounds either didn't work or took a lot of extra time, I hesitate to use another template, especially for more complicated citations. Your stats show that you're a confirmed template user. How do you deal with the formatting errors that don't have a workaround, e.g. the disappearing italics in the reference note? Or do you recommend the basic citation format for those of us who'd like to deal only with errors caused by our own input?

I do not find formatting issues when using the Source Template Feature.

I have run a number of the Full Reference Notes onto the EvidenceExplained website. Exact in all cases NO, but really close most of the time.

The trick, for me, is the correct Source Template, based on WHERE I found the information, and the Citation Detail field for the Citation information required.

There are about 179 Source Templates, but in reality, I end up by using 3 or 4 ,because most of the data so far comes from an Online Website.

I do NOT loose italics, they are where they belong.

I always do my Citations immediately on data entry. I have also spent much time, getting some of my very old Citations, into a Source Template format. 
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Copyright © 2020 by Cousin Russ
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Reader Question: Chart not complete

A Reader Question:

Descendant Chart 244" w x 24" high - Clips right side of a PDF - cannot save as a bmp, jpg or png image file - only as an EMP. Have Windows 10 & use FTM 2017.

That question needs to go directly to the support folks at Family Tree Maker ( https://familytreemaker.com ), and the Support tab. 

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Copyright © 2020 by Cousin Russ

Reader Question: Duplicate Facts

A Reader Question:

Is there a way to find duplicate facts on people without having to look at each individual person. As a example, I may have multiple Residence facts that occurred when I merged Census records at different times. I probably have multiple sources as well. If there was such a report, you could then go in to the specific person and delete the duplicates.

ANSWER: Short Answer is NO.

But, lets think about your example (Multiple Residence Facts):

I find many records that provide information for the Residence Fact. Mostly from Census Records, but City Directories, Newspaper Articles, Vital Records, Military Records provides us with information about where the person Resided at that specific time. That is NOT multiple residence Facts. They are Alternate Facts.

There are a couple of Census Records and Military Records in this list. I had to decide which is the Preferred Fact. I chose the 1940 Census Entry as preferred, because is got down to the City Level. I could have chosen the most recent entry, but that record provided the County Level.

I do know what you mean about seen a Preferred Fact and an Alternate Fact that have the SAME EXACT information, ALL fields. I suggest that you re-think just deleting the Duplicates. Consider the Merge Duplicate Fact feature. I have blogged about that before.

REASON: When you do a Web Merge, in FTM2019, you may not see all of the ALT Facts for a specific Fact, so you may end up with the Same Alt Fact. BUT, the Alt Fact you didn't see during the Web Merge will have a Citation and the one you did see, during the Web Merge has a Different Citation. Deleting that "duplicate" will also delete the Citation. Using the Merge Duplicate Fact feature, Right Clicking on the Fact Name, will merge the Facts and Citations, both of them (citations).

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Copyright © 2020 by Cousin Russ

Question from a Reader: Print List of Duplicate People

And here is the Reader's Question:

Can you print a copy of the duplicate list of people - this would be most helpful if you can. I have Version 2019

The short answer is No, there isn't a way to print a list of Duplicate People.

The good news is that you can SAVE that list after reviewing it, make changes, like indicating that these are NOT duplicate profiles. Saving the list will allow you to pick up where you left off.

I will have to look at my files to see if I have a good example of that and make a blog post.

Thank you for the question and the topic for a future blog post. Before I answered this question I did look at my working files and didn't see any.

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Copyright © 2020 by Cousin Russ

Reader Question:Best Practice on Data Entry

Responding to a Reader Question:

Do you have a blog / blogs on best practices for entering data so that it is a consistent format ?

That is a difficult question:

Data Entry, Best Practice: RECORD (enter the data) that is provided by the Record. (and look at the original image, if there is one).

In many cases, that will result in very inconsistent Facts. For example: I have my father's name entered at least 7 different ways, ALL based on the Records, appropriately cited, where that name came from.

There IS a Best Practice for Place Names, and like the above, I have blogged about this. Best Practice for Consistent Place Names, use the Place Name Authority, in the Places Workspace, with the Resolve Place Name tool.

I have blogged about Dual Entry of Historical Place Names, where I enter the Historical Place Name AND the current place name, as I rely on the Map feature. In the blog post, I mention that I mark the Current Place name a PRIVATE, so that it does NOT appear in the Ancestry Member Tree.
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Copyright © 2019 by Cousin Russ

Reader Question: One Photo, Many People

Here is the question:

DEAR ALL

I HAVE SEVERAL PHOTOS WITH UP TO FIFTY PEOPLE ON THEM AND WOULD LIKE TO IDENTIFY THE PEOPLE IN THEM BY SOME METHOD SO THAT THEY CAN BE EASILY CROSS REFERENCED TO A LIST OF NAMES. IT HAS BEEN SUGGESTED THAT I MAKE A GHOST OR OUTLINE PICTURE THAT I COULD NUMBER THE INDIVIDUALS SO THAT THEY COULD BE IDENTIFIED ON THE LIST , BUT I AM NOT SURE HOW TO DO THIS .

I WOULD BE GRATEFUL FOR ANY HELP YOU CAN OFFER MANY THANKS PATRICK

(first, please don't use all caps, it's difficult to read -- Thank you)

Actually, FTM2019 added a New feature, which I will have to blog about, where you can use ONE Image, and use that one image to be the Person Profile picture in Family Tree Maker. There may be a limitation as to how many you can do that for, my Max, so far, is 4. I have a photo of my grandmother, and 3 of her siblings, as young children.

I used that one photo, and selected each of the four children, and made a profile picture for them. Not additional photos are in the Media file.

You can do as you suggest. I have a FlipPal, which allows my to scan an image, then make a 2nd scan, and write a number of a name on that image.

https://worthy2be.wordpress.com/2012/02/08/flip-pal-mobile-scanner-sketch/

You still need to know who is in that photo.

The issue that you did not mention, is How and Where are you going to present or show that picture with 40 people in it.

The other option, probably an easier solution is to use the Media Description field in the Media Workspace, where you type in the Names by Row.

Back Row, Left to Right

Name 1, Name 2, Name 3.

Just like you would on the Back of that photo, in the good old days.

Russ
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Copyright © 2019 by Cousin Russ

Reader Question: FTM2019 and FamillySearch Images

Here is a Question from one a blog Reader

How do you attach documents in family search to a person in FTM 2019?

The easy answer, the same way you do from Any website, like Ancestry, The Web Merge feature. I have many blog posts on that.

I may do another blog post, specifically now that we had the FamilySearch 2.0 features. (upcoming blog posts on that as well.)

In the meantime, in the Help Menu, select Companion Guide, and go to page 145 for the details.

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Copyright © 2019 by Cousin Russ

Reader Question about "emotives"

A Readers Question:

Hi Russ.

I have noted that in FTM 2019 there are 'emotives' next to some of the names in the people work space. These 'emotives' are hearts, squares, etc. Can you explain what they represent and how do you add or remove them. I cannot attach a screen shot , but you can clearly see these 'emotives' in some of the FTM instruction video's on the web.

Here is a link as a good example:-

https://www.youtube.com/watch?v=963W4XcI6PI&t=21s

Sorry, have no clue what you mean by "emotives". I have NONE. I did look at that YouTube Video and still don't know what you mean.

There are HINTs, both from Ancestry and from FamilySeach, but they were there in previous Versions of Family Tree Maker. The FamilySearch Hints came with FTM2017.

I haven't blogged about the hints, yet, but will in the next day or two.

Sorry. They are not part of FTM2019 that I have seen.

Russ

UPDATE: This question should be posted on that You Tube Channel. It is NOT part of the Family Tree Maker program nor a feature of it.
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Copyright © 2019 by Cousin Russ

Reader Question: Export / Import

Another Reader Question:

When importing/exporting, the system creates a new tree.  Is this suppose to happen?

The answer is "yes" and "no", or just "it depends".

When you do a FILE, Export, and you make your choices for people and FILE Format, Yes, you will be creating a NEW FTMB (Family Tree Maker Back Up FILE) on your computer. From there, you can do a File, Restore, or send the file to some one else.

When doing a File, Merge, you are NOT creating a New File, You are given two choices, using the Import option. 1) to Amend your current, open File, or 2) Merge that the file you select, into the File you have Open. Two different things will happen.

But, the question was Importing. You get that from the Plan Workspace, New Tree (FILE).

Plan Workspace, New Tree (FILE) Import an Existing Tree

This is where you can Browse to the file you want to Import as a NEW File. You will also be asked for a Tree (FILE) Name. The difference is that you have several options of what that Existing FILE is. A Family Tree Maker Version 5 (not 2005, but very old Version 5), a PAF file, or a Legacy Family Tree File, or a GEDCOM File.

Note: a GEDCOM file will NOT include any images.

Remember that the Import option, is to create a New FILE from another Genealogy Program, or an earlier (old) version of Family Tree Maker.

Please note my use of the work FILE and not Tree, as the screen shows. To me, a TREE is an Online version of the information in the FILE the is on my computer. I have NO Trees on my computer. My computer may be dusty, but it has nothing for a Tree to grow in. It's also easier to tell the difference between information on the Computer (File) and information that is Online (Tree). But that's just me.
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Copyright © 2019 by Cousin Russ

Reader Question: What is included in the FamilySync

From a reader:

Does syncing your tree include information in the Media and Tasks tabs?

Not everything that is in your Family Tree Maker File, that you see and enter, is included in the Sync Process.

The Names, Dates, Places, Citations, and Media files are all included in the Sync Process.

There are some Media files that are NOT included when you Sync. Any Media File that you mark as Private and those Media files that come from Ancestry. For example, I have Marked this Media file as Private. I do not what this image to be in my Ancestry Member Tree.

Any FACTs that are marked Private, will also not be included in FamilySync. For example, I do not want the Address Facts that I have in my database, in my Ancestry Member Tree. So, I mark them Private.

I have Person Notes, that I am not ready to have in the Ancestry Member Tree, so I mark those notes as Private.

Research Notes / Logs, by default are marked Private and will not be put online. and the Task / To Do list are also not put online during the FamilySync Process.

Here is a link to other FamilySync articles on this blog and links to the Family Tree Maker Knowledge Base website.

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Copyright © 2019 by Cousin Russ