IMO

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I:\COUNCIL\120\C 120-4-3.docx

COUNCIL

120th session

Agenda item 4

C 120/4/3

16 May 2018

Original: ENGLISH

STRATEGY, PLANNING AND REFORM

Access to information

Note by the Secretary-General

SUMMARY

Executive summary: This document explains current policies of the Organization

regarding access to information held in the primary information

repositories of the Secretariat (IMODOCS, GISIS and the the

Maritime Knowledge Centre) and requests further clarification on

certain policies in light of issues raised during A 30 and in other

instances. In addition, the document seeks clarification from the

Council regarding timing of media releases during IMO meetings.

Strategic direction, if

applicable:

Other work

Output: OW 24

Action to be taken: Paragraph 11

Related documents: C 101/4/1; C 104/4/1; C 104/D and C 105/D

Background

1 There are three main repositories of information at IMO. Those repositories, and

generally, the information they contain are:

.1 IMODOCS contains all meeting documents, including working papers and

J papers for Assembly, Council, and all committees and sub-committees

since 1999. Some documentation prior to 1999 is also available. IMODOCS

also allows access to circular letters, circulars, treaties and their

amendments and other information related to IMO meetings. Further,

since 2012 through IMODOCS audio files of meetings of the Assembly,

Council, committees and sub-committees are also available;

.2 the Global Integrated Shipping Information System (GISIS) contains varied

information in 41 modules, either active or under development, designed to

allow Member States and the Secretariat to compile, access and disseminate

IMO-logo-rgb

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C 120/4/3

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information, based on reporting requirements contained in IMO instruments,

or to meet other information needs. GISIS is geared towards achieving easier

fulfilment of reporting requirements and enhanced transparency, making a

significant portion of the information contained therein accessible to the

public; and

.3 the Maritime Knowledge Centre (MKC) holds archives of all meeting

documents, in paper form, from 1959 to 2010. In addition, the MKC holds a

digital database of all meeting documents from 1959-2003, which is currently

being updated to be more user-friendly. Further, the MKC holds digital copies

of all resolutions of the Assembly, Council and the committees and is in the

process of developing a modern, searchable database for these documents.

Currently, MEPC resolutions to MEPC 71 and MSC resolutions to MSC 98

are contained in the database. All resolutions will also be searchable through

the MKC online catalogue.

2 The information in these repositories is available, in varying degrees, to Member

States, intergovernmental and non-governmental organizations, academic researchers, the

media and the general public. The rules regarding access to information also stem from varied

sources.

.1 For IMODOCS, the Council made decisions regarding access to the

information contained therein in 2008 at C 101, where it adopted the

proposals of the Secretariat contained in the annex to document C 101/4/1.

Those decisions are reproduced in annex 1. The Council confirmed those

decisions in 2010, and expressed appreciation for the user-friendly,

public-access portion of IMODOCS and the greater transparency and

accountability it provided (C 104/D, paragraph 4.3 and C 105/D,

paragraph 4.3);

.2 For GISIS, modules are developed and maintained in consultation with

relevant IMO bodies, as appropriate. Depending on the intent and purpose

of the modules, access rights for consultation and data input are organized

in compliance with the agreed underlying processes. The public has access

to 24 of the 41 GISIS modules, either active or under development. When

necessary, guidance on whether the information contained in a module

should be made public is sought from the relevant IMO body with cognizance

over the specific module. For the Member State Audit modules, a few,

selected Secretariat personnel have access to all VIMSAS/IMSAS data.

Member States only have full access for their own country. All others,

including the public, only have access to information from Member States

specifically authorizing its release; and

.3 Access to information in the MKC is governed by internal Secretariat policy

regarding access to the MKC. In general, members of the public are allowed

to visit the MKC and review documents in the archives by appointment, and

with the assistance of the MKC staff.1

A summary of the current access policies used by the IMO Secretariat is contained in annex 2.

3 As the annex demonstrates, access to information by the Secretariat, Member States,

Associate Members, intergovernmental organizations and non-governmental organizations is

quite broad, while access by the public and the media is more limited.

http://www.imo.org/en/KnowledgeCentre/ContactsDirectory/Pages/default.aspx

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C 120/4/3

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Comparison with other United Nations bodies

4 In document C 104/4/1, the Secretariat reported on the practice of other

United Nations bodies with respect to access to information, and summed up its findings as

follows:

"Most UN agencies provide universal access to their documentation. Documents,

including reports and drafts, are publicly available on individual websites (such as

FAO or UNESCO) or in dedicated sites (as is the case of the UN, with the site Official

Document System (ODS) providing access to the UN document repository, including

draft documents and reports). Sometimes registration is required, but only for

statistical purposes and not for authorization (as with WMO). In the case of ITU,

however, there are restrictions for accessing its documents. The ITU "Ties Account"

requires username and password and gives access to, among others, Conference,

Assembly and meeting documents (including contributions, working documents and

reports) and ITU-T Recommendations."

5 Since that analysis was conducted by the Secretariat in 2010, the trend in other

United Nations bodies has been for ever greater access to information. For example, all ILO

meeting documentation, including pre-meeting documents, is now available on their public

website. In the case of the United Nations, many public meetings are broadcast live (audio and

video) on the UNTV website, and are also available through the UNTV archives. However,

most United Nations agencies only allow access to meeting audio to authorized users, after

completing a registration process, similar to IMO.

Issues raised and proposals

6 At A 30, several delegations requested that their general statements be made

available to the public. Since the initiation of the audio files and cessation of summary records

in 2012, transcripts of general statements at Assembly (i.e. since A 28) have not been

reproduced in IMODOCS. Instead, reference is made to the audio files. Whilst documents of

the Assembly have been available to the public since A 29, because of the restrictions placed

on summary records as contained in document C 101/4/1, the audio files of the Assembly are

not available to the public. Since Rule 12 of the Assembly Rules of Procedure states that

"Plenary meetings of the Assembly shall be held in public unless the Assembly decides

otherwise", it therefore follows that the audio files of the Assembly plenary sessions should be

made public.

7 Documents submitted for meetings of all IMO organs are not available to the public

before the meeting in question. This includes the Assembly, which is a public meeting. In the

case of some Member States, domestic law or policy requires that meeting information be

made available to the public prior to a meeting's commencement, in conflict with the IMO policy.

The Secretariat routinely fields questions from Member States seeking guidance on the policy,

to which the Secretariat responds that the documents should not be released. Despite this, in

many cases, the media holds copies of the documents prior to a meeting's start. To help clarify

this policy, sponsors of documents who wish to have their documents released to the public

via IMODOCS prior to a meeting should be able to do so.

8 Secretariat documents could also be released to the public in advance of committee

meetings, as they normally contain information that is not private. If this proposal were agreed

by the Council, committees could have the ability to designate specific Secretariat documents

as private in advance of meetings.

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9 In adopting the recommendations of C 101/4/1 (annex 1), it was agreed that no

Council documents, pre- or post-meeting, be made available to the public other than the

agenda and the list of participants. However, hard-copy Council documents prior to 2010 are

available in the MKC. In adopting this policy in 2008, the Council did not indicate any time after

which the documents would become available to the public. Many Member States have

domestic laws that make archived documents available to the public after a specific period of

time has elapsed. Consideration should be given for Council documents to be made available

to the public after an appropriate period of time has elapsed (for example, three years, i.e. the

previous biennium).

10 The Public Information Service (PIS) of the Secretariat follows the policies of

C 101/4/1 (annex 1) in making statements and releases available to the media, both pre- and

post- meeting. Thus, PIS does not report on the outcomes of a committee meeting until after

the meeting has concluded. All committee meetings are held in private, unless the committee

decides otherwise. However, the media is authorized to attend private meetings, subject to

terms and conditions, which do not preclude reporting on outcomes.2

In many cases, the media

reports on outcomes well before IMO press releases are issued. For example, at MEPC 72,

the adoption of the GHG Initial Strategy was reported in the media approximately eight hours

before the meeting ended, at which time PIS issued a release. It is proposed that the policy in

C 101/4/1 (annex 1) be relaxed to allow PIS to report on outcomes, where appropriate,

consistent with the prevailing news cycle.

Action requested of the Council

11 The Council is invited to note the information contained in this document and decide as

appropriate, in particular to:

.1 authorize the release of the audio files of the Assembly to the public

(paragraph 6);

.2 remove any restriction explicit or implied on sponsors of documents, so that

those who wish to release their documents to the public via IMODOCS prior

to a meeting to do so (paragraph 7);

.3 authorize the release of Secretariat documents pre-meeting for committee

meetings, with the ability for committees to designate specific Secretariat

documents as private and non-releasable in advance (paragraph 8);

.4 establish a time period after which Council documents are made available to

the public (paragraph 9); and

.5 authorize PIS to report on the outcome of meetings prior to the meeting's

conclusion, if appropriate (paragraph 10).

***

2 See, for example, Rules of Procedure of the MEPC, Rule 10, Media terms and conditions,

http://www.imo.org/en/MediaCentre/IMOMediaAccreditation/Pages/TermsAndConditions.aspx

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Annex 1, page 1

I:\COUNCIL\120\C 120-4-3.docx

ANNEX 1

Access to Information (IMODOCS) as decided by C 101

(contained in C 101/4/1, annex)

ACCESS TO IMO DOCUMENTS VIA THE IMO PUBLIC WEBSITE

DOCUMENTS AVAILABLE

Prior to meetings

- Agendas Yes

- Session documents, i.e. submissions by the Secretariat, Member

States and Organizations, including reports of correspondence

groups and intersessional working groups No

During meetings

- Working papers No

- Draft reports No

Post meetings

- Session documents,* i.e. submissions by the Secretariat, Member

States and Organizations and correspondence groups Yes

- Final reports of meetings Yes

- Assembly resolutions Yes

- Final lists of documents Yes

- Final lists of participants Yes

- Council documents and decisions No

- Summary records No

***

 Provided that there has been no decision to hold all or part of that particular session in private.

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C 120/4/3

Annex 2, page 1

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ANNEX 2

Current Access to Information Policies, Consolidated

Entity→ (Note 1)

Information↓

Secretariat Member

States /

Associates

NGOs /

IGOs

Researchers

(Interns, WMU,

IMLI)

Media

Public

IMODOCS

Assembly - Meeting

Documents, (pre & post)

From

A 29

Council - Meeting

Documents, (pre & post- meeting)

Note 2

Committee / sub-committee,-

Meeting Documents

(pre-meeting)

Note 3

Committee /sub-committee -

Meeting Documents,

(post-meeting)

Meeting Documents (working

papers, J papers)

Summary records (pre-2012)

Audio files (Assembly)

Audio files (Council)

Audio files (Committee/SC)

Treaties

Resolutions

Circulars

Circular Letters

Notes Verbales

GISIS

Public modules

Private modules

IMSAS results

MKC Archives (in person)

Resolutions

LEGEND: FULL

ACCESS

PARTIAL

ACCESS

NOTES:

1 Member States, Associate Members, NGOs/IGOs and student researchers are given

access to the secured website in accordance with Secretariat policies. The media and the

public can only access IMO information through the public website, the public modules of

GISIS, or by visiting the MKC. All require a registration process.

2 The public has access to past Council agendas and lists of participants as per the

annex in C 101/4/1.

3 The public has access to pre-meeting agendas as per the annex in C 101/4/1.

___________

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Click to teach Gmail this conversation is important.	unread, Google Alerts, Alerte Google – d'accéder à l’information, Nov 1, Google d'accéder à l'information Mise à jour immédiate ⋅ 2 novembre 2018 ACTUALITÉS Communication : la Centrale électorale lance sa propre radio Agence d'Information d'Afrique Centrale. Google Alerts	Alerte Google – d'accéder à l’information - Google d'accéder à l'information Mise à jour immédiate ⋅ 2 novembre 2018 ACTUALITÉS Communication : la Centrale électorale lance sa propre radio Agence d'Information d'Afrique Centrale	Nov 1
Click to teach Gmail this conversation is important.	unread, Shop Houzz, Rustic and reclaimed bar stools up to 75% off, Nov 1, Up to 75% OFF bar stools and counter stools to totally transform your kitchen island and home bar. Shop 1000s of on-sale styles! Houzz Houzz TRENDING NOW This Month's Bestselling Bar Stools >. Shop Houzz	Rustic and reclaimed bar stools up to 75% off - Up to 75% OFF bar stools and counter stools to totally transform your kitchen island and home bar. Shop 1000s of on-sale styles! Houzz Houzz TRENDING NOW This Month's Bestselling Bar Stools >	Nov 1
Click to teach Gmail this conversation is important.	unread, Bose, QC35 II \| The Official Headphones of the NFL, Nov 1, QuietComfort 35 II \| Distractions off. Focus. On. > See this email online QuietComfort 35 wireless headphones II Focus. On. Powerful noise cancelling Getting ready for gameday takes countless hours. Bose	QC35 II \| The Official Headphones of the NFL - QuietComfort 35 II \| Distractions off. Focus. On. > See this email online QuietComfort 35 wireless headphones II Focus. On. Powerful noise cancelling Getting ready for gameday takes countless hours	Nov 1
Click to teach Gmail this conversation is important.	unread, Nextdoor Lyon Park, Nanny Search, Nov 1, Hi there! My husband and I just had our first child and we're interested in finding a nanny for childcare starting in December... View on Nextdoor Krupa Savalia, Clarendon Hi there! My husband and. Nextdoor Lyon Park	Nanny Search - Hi there! My husband and I just had our first child and we're interested in finding a nanny for childcare starting in December... View on Nextdoor Krupa Savalia, Clarendon Hi there! My husband and	Nov 1
Click to teach Gmail this conversation is important.	unread, eBay, A message for you, Toby ... great gift ideas and even better prices!, Nov 1, Come explore some of our best deals of the week. eBay View In Browser Fashion · Home & Garden · Electronics · Motors · Daily Deals Not Just Any Deals. Your Deals. See All ➔ Click here for more. eBay	A message for you, Toby ... great gift ideas and even better prices! - Come explore some of our best deals of the week. eBay View In Browser Fashion · Home & Garden · Electronics · Motors · Daily Deals Not Just Any Deals. Your Deals. See All ➔ Click here for more	Nov 1
Important according to Google magic. Click to teach Gmail this conversation is not important.	unread, TradeWinds News Upd., Product tankers set for significantly better 2019, says Lauro, Nov 1, Scorpio Tankers chief executive believes the market is being helped by more then just cyclical factors. View this email in your browser Add newsletter@tradewindsnews.com to your address book. TradeWinds News Upd.	Product tankers set for significantly better 2019, says Lauro - Scorpio Tankers chief executive believes the market is being helped by more then just cyclical factors. View this email in your browser Add newsletter@tradewindsnews.com to your address book	Nov 1
Click to teach Gmail this conversation is important.	unread, Rachel Fletcher / I., Rachel Fletcher / Infinite Measure New Programs, Nov 1, Programs and courses in the golden mean and the art and practice of geometric proportion coming to NY in winter/spring, 2019 Programs and courses in the golden mean and the art and practice of. Rachel Fletcher / I.	Rachel Fletcher / Infinite Measure New Programs - Programs and courses in the golden mean and the art and practice of geometric proportion coming to NY in winter/spring, 2019 Programs and courses in the golden mean and the art and practice of	Nov 1
Important according to Google magic. Click to teach Gmail this conversation is not important.	AMSA Media, RE: IMO question [SEC=UNCLASSIFIED], has attachments, Nov 1, No worries, Toby. The Australian papers are all available publicly on the IMO website. You can get them here: https://docs.imo.org/ I've also attached them for you here for ease. Cheer, Dan AMSA. AMSA Media	RE: IMO question [SEC=UNCLASSIFIED] - No worries, Toby. The Australian papers are all available publicly on the IMO website. You can get them here: https://docs.imo.org/ I've also attached them for you here for ease. Cheer, Dan AMSA	Nov 1
Click to teach Gmail this conversation is important.	unread, Google Alerts, Google Alert - imo maritime, Nov 1, Google imo maritime Daily update ⋅ November 1, 2018 NEWS IMO plan targets ocean plastic stemming from ships Supply Chain Dive The International Maritime Organization's (IMO) Marine Environment. Google Alerts	Google Alert - imo maritime - Google imo maritime Daily update ⋅ November 1, 2018 NEWS IMO plan targets ocean plastic stemming from ships Supply Chain Dive The International Maritime Organization's (IMO) Marine Environment	Nov 1
Click to teach Gmail this conversation is important.	unread, Google Alerts, Google Alert - "right to information", Nov 1, Google "right to information" Daily update ⋅ November 1, 2018 NEWS We won't rush passage of RTI Bill – KT Hammond GhanaWeb ... has said he and some of his fellow MPs are very worried. Google Alerts	Google Alert - "right to information" - Google "right to information" Daily update ⋅ November 1, 2018 NEWS We won't rush passage of RTI Bill – KT Hammond GhanaWeb ... has said he and some of his fellow MPs are very worried	Nov 1
Click to teach Gmail this conversation is important.	unread, The News Literacy P., Take the easiest quiz in the world (it's not so easy), Nov 1, News Literacy Project Dear Toby, Tuesday is Election Day, and misinformation is all over the place. Think you're not susceptible to falling for — or spreading — false information? Think again.. The News Literacy P.	Take the easiest quiz in the world (it's not so easy) - News Literacy Project Dear Toby, Tuesday is Election Day, and misinformation is all over the place. Think you're not susceptible to falling for — or spreading — false information? Think again.	Nov 1
Click to teach Gmail this conversation is important.	unread, Statista Infographi., Facebook's Stalling Growth and Still Impressive Size, Nov 1, Considering its size, it's not a surprise that Facebook's user growth has been slowing down recently. Web Version Infographics Bulletin Late Edition - November 1, 2018 Ladies and Gentlemen,. Statista Infographi.	Facebook's Stalling Growth and Still Impressive Size - Considering its size, it's not a surprise that Facebook's user growth has been slowing down recently. Web Version Infographics Bulletin Late Edition - November 1, 2018 Ladies and Gentlemen,	Nov 1
Important according to Google magic. Click to teach Gmail this conversation is not important.	unread, Phillips eNews, 👪 NEW family creativity workshop, live drawing with Stephen Wiltshire, and more - at the Phillips, Nov 1, Phillips eNews \| View message in browser Creativity Workshop FUN FOR FAMILIES NOV 3, 10:30 AM - 12:30 PM Let your creativity fly in our art-making stations—it's an art materials “petting zoo” for. Phillips eNews	👪 NEW family creativity workshop, live drawing with Stephen Wiltshire, and more - at the Phillips - Phillips eNews \| View message in browser Creativity Workshop FUN FOR FAMILIES NOV 3, 10:30 AM - 12:30 PM Let your creativity fly in our art-making stations—it's an art materials “petting zoo” for	Nov 1
Important according to Google magic. Click to teach Gmail this conversation is not important.	unread, Google Alerts, Google Alert - "right to know", Nov 1, Google "right to know" Daily update ⋅ November 1, 2018 NEWS Trump's EPA concludes communities don't have the right to know about potentially toxic emissions ThinkProgress EPCRA stands. Google Alerts	Google Alert - "right to know" - Google "right to know" Daily update ⋅ November 1, 2018 NEWS Trump's EPA concludes communities don't have the right to know about potentially toxic emissions ThinkProgress EPCRA stands	Nov 1
Important according to Google magic. Click to teach Gmail this conversation is not important.	unread, Virginia Coalition ., Sunshine Report for November 2018, Nov 1, Virginia Coalition for Open Government The Sunshine Report November 2018 Bob O'Neil in memoriam VCOG marked with sadness the passing of its founding board president Bob O'Neil. Bob was the. Virginia Coalition .	Sunshine Report for November 2018 - Virginia Coalition for Open Government The Sunshine Report November 2018 Bob O'Neil in memoriam VCOG marked with sadness the passing of its founding board president Bob O'Neil. Bob was the	Nov 1
Important according to Google magic. Click to teach Gmail this conversation is not important.	unread, leharpernsa, Watergate “Road Map” Unsealed After Four Decades, FOIA Raises Questions About Fatal Park Police Shooting, and More: FRINFORMSUM 11/1/2018, Nov 1, Long-Sealed Watergate Road Map Released Chief Judge Baryl Howell of the DC Circuit recently ordered the disclosure of the long-secret Watergate “Road Map,” which was compiled by Watergate Special. leharpernsa	Watergate “Road Map” Unsealed After Four Decades, FOIA Raises Questions About Fatal Park Police Shooting, and More: FRINFORMSUM 11/1/2018 - Long-Sealed Watergate Road Map Released Chief Judge Baryl Howell of the DC Circuit recently ordered the disclosure of the long-secret Watergate “Road Map,” which was compiled by Watergate Special	Nov 1
Important according to Google magic. Click to teach Gmail this conversation is not important.	Facebook, 📷 Colorhog White added a new photo, Nov 1, My candy... Facebook 📷 Colorhog White added a new photo. November 1 at 8:05 AM View Photo Toby Mcintosh View Profile Olivia Clemmons and 4 others like this. This message was sent to mcintosh.toby@gmail. Facebook	📷 Colorhog White added a new photo - My candy... Facebook 📷 Colorhog White added a new photo. November 1 at 8:05 AM View Photo Toby Mcintosh View Profile Olivia Clemmons and 4 others like this. This message was sent to mcintosh.toby@gmail	Nov 1
Click to teach Gmail this conversation is important.	unread, Homer Ailstock, Woodshop Saturday 11/3, Nov 1, Hey folks, So far we have 2 signed up for this Saturday and need 3 more. Please let me know by 5pm if you'd like to attend. Also, friendly reminder that if you reply to me saying you'll be in. Homer Ailstock	Woodshop Saturday 11/3 - Hey folks, So far we have 2 signed up for this Saturday and need 3 more. Please let me know by 5pm if you'd like to attend. Also, friendly reminder that if you reply to me saying you'll be in	Nov 1
Important according to Google magic. Click to teach Gmail this conversation is not important.	unread, Google Alerts, Google Alert - human trafficking, Nov 1, Google human trafficking Daily update ⋅ November 1, 2018 NEWS Women religious vow solidarity in fight against human trafficking Crux: Covering all things Catholic PARMA, Ohio - There was a time years. Google Alerts	Google Alert - human trafficking - Google human trafficking Daily update ⋅ November 1, 2018 NEWS Women religious vow solidarity in fight against human trafficking Crux: Covering all things Catholic PARMA, Ohio - There was a time years	Nov 1
Click to teach Gmail this conversation is important.	unread, The Vermont Country., Our First Holiday Deal—Save on Sleepwear!, Nov 1, Free Shipping on orders of $65 or more, plus SAVE on select sleepwear & bedding in time for Christmas. Can't See Everything? \| Web View Vermont Country Store CHRISTMAS WOMEN MEN KITCHEN. The Vermont Country.	Our First Holiday Deal—Save on Sleepwear! - Free Shipping on orders of $65 or more, plus SAVE on select sleepwear & bedding in time for Christmas. Can't See Everything? \| Web View Vermont Country Store CHRISTMAS WOMEN MEN KITCHEN	Nov 1
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Important according to Google magic. Click to teach Gmail this conversation is not important.	unread, ShippingWatch, Container shipping could lose its unique competitive edge \| Hydrogen is starting to look like a possible alternative fuel for shipping \| Future shipping executives have set demands for their next job, Nov 1, Analysis: Sanctions have returned oil transport to Iranian shipowners \| Cosco's revenue boosted by OOCL acquisition \| Royal Arctic Line maintains expectations despite larger deficit ‌ ‌ ‌ ‌ ‌ ‌ ‌ ‌. ShippingWatch	Container shipping could lose its unique competitive edge \| Hydrogen is starting to look like a possible alternative fuel for shipping \| Future shipping executives have set demands for their next job - Analysis: Sanctions have returned oil transport to Iranian shipowners \| Cosco's revenue boosted by OOCL acquisition \| Royal Arctic Line maintains expectations despite larger deficit ‌ ‌ ‌ ‌ ‌ ‌ ‌ ‌	Nov 1

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