Storage and Filing documents for Legal Department
商业法律代写论文 As all legal -documents are confidential, it is stored in fireproof safe cabinets to ensure safety and security.
Table of Contents
Background:……………………………………………………………………………………………………..3
AC 1.1 Describe a problem, its nature scope and impact:……………………………………….3
AC 2.1 Gather and interpret information to identify possible solutions to a problem:………………………………………………………………………………………………………….5
AC 2.2 prepares a summary of the options providing facts and evidence:………………………………………………………………………………………………………….6
AC 3.1 Apply a simple decision making technique to evaluate options to arrive at the best solution:……………………………………………………………………………………………………8
AC 4.1 plans the implementation and communication of the decision:…………………………………………………………………………………………………………9
AC 4.2 describes which monitoring and review techniques could be used to evaluate outcomes:………………………………………………………………………………………………………10
References……………………………………………………………………………………………………..11
Background:
My name is Fatima Al Hosani and I am working with the Legal Department of ENOC as a Legal Assistant since 2013.
I have done my Bachelors in Business Administration (Human Resources Management) at Al Jazeera University – Dubai. Previously I was working in the Real Estate industry as a paralegal. Even though my qualification does not match with my duties and responsibilities, I feel that nothing is impossible if one is confident of one’s self and has a positive attitude. I believe that I have succeeded in blending in within the legal department and hope to utilize my abilities to enable my department in reaching its goal. 商业法律代写论文
By nature, I am very friendly and like to interact with people from other nationalities and cultures; I find it very interesting on a personal level.
My objective is to provide positive risk management of legal issues by providing suitable legal assistance to all business units to ensure that ENOC carries out its functions and powers in a lawful manner.
译文：
背景：
我的名字是 Fatima Al Hosani，自 2013 年以来，我在 ENOC 的法律部门担任法律助理。
我在迪拜半岛大学获得了工商管理（人力资源管理）学士学位。之前，我在房地产行业担任律师助理。尽管我的资格与我的职责和责任不匹配，但我觉得只要对自己有信心，有积极的态度，没有什么是不可能的。我相信我已经成功地融入了法务部门，并希望利用我的能力使我的部门达到目标。
我的天性非常友好，喜欢与来自其他国家和文化的人交往；我觉得在个人层面上它非常有趣。
我的目标是通过向所有业务部门提供适当的法律援助来对法律问题进行积极的风险管理，以确保 ENOC 以合法的方式履行其职能和权力。
AC 1.1 Describe a problem, its nature scope and impact:
The Legal department is where the entire ENOC Group goes to for advice on each business venture, claims, recourse, representation of the brands through Trademarks etc. in the most law-abiding manner expecting the advice provided to contain minimal risk and best results. As a result all the original documents pertaining to major deals that ENOC has undertaken is submitted to the Legal department by various business segments. As all legal -documents are confidential, it is stored in fireproof safe cabinets to ensure safety and security. Moreover, all the customer files are also stored in a separate filing room.
Due to the increase in volume of business wherein matters handed over to legal are increasing day by day, we have now begun to feel that the storage space allotted is not enough to store our files. 商业法律代写论文
Space constraints have become a major issue within the legal department that we cannot even purchase new safe has to store the original documents.
As the office is too small, we do not have enough space to store all the files and employees are finding it difficult to locate the file they require. When people submit their cases to legal department they know that it is in the safe place with the right person. That is why, storage room is very important for the department to keep the case confidential and secure, apart from allowing the employee to find the file easily. If there is not enough space the department has no choice to widen the storage room.
Moreover, during the annual leave of a person as the file/ case he/she is working on is not stored in a proper place, the said employee is disturbed during their vacation to know where the file has been kept. This usually happens for urgent matters. Alternatively, sometimes, employee is in a hurry and forgets to print out the email and file it. The major problem is always when the employee who handles and understands a case resigns and leaves and if we need to retrieve an old file, the lawyer will find it difficult to contact with him/her after two years- three years.
译文：
AC 1.1 描述一个问题、其性质范围和影响：
法律部是整个 ENOC 集团以最守法的方式就每个商业风险、索赔、追索、品牌代表等寻求建议的地方，希望所提供的建议包含最小的风险和最佳结果。因此，所有与 ENOC 进行的重大交易有关的原始文件都由各个业务部门提交给法务部。由于所有法律文件都是保密的，因此存放在防火安全柜中，以确保安全。此外，所有客户文件也存储在单独的文件室中。
由于业务量的增加，交给法务的事情日益增多，我们现在开始觉得分配的存储空间不足以存储我们的文件。
空间限制已成为法律部门的一个主要问题，我们甚至无法购买新的保险箱来存储原始文件。
由于办公室太小，我们没有足够的空间来存储所有文件，员工发现很难找到他们需要的文件。当人们将他们的案件提交给法律部门时，他们知道它与合适的人在安全的地方。这就是为什么，除了让员工可以轻松找到文件外，储藏室对于部门来说非常重要，可以保护案件的机密性和安全性。如果没有足够的空间，部门就没有办法扩大储藏室。
此外，在一个人的年假期间，由于他/她正在处理的档案/案件没有存放在适当的地方，该员工在假期期间被打扰，以了解档案被保存在哪里。这通常发生在紧急事务上。或者，有时，员工匆忙而忘记打印电子邮件并归档。主要的问题总是当办案人员离职离职，如果我们需要找回旧档案，律师会在两年-三年后很难联系上他/她。
Type:
In the 21st century where electronic filing is gaining pace throughout the world, there are only very few companies who still believe in physical filing system. Time is the essence of any corporate house, where as physical filing and paper work takes up a lot of valuable time which can be used in a more constructive manner.
The question is what are we supposed to do with all of these documents.
Scope:
The scope of legal department is to render advice to clients, maintain confidentiality of matters and keep the documents confidential and safe which should be easy to track. 商业法律代写论文
Success criteria:
Electronic filing is the answer to all space constraints with regard to filing and storing documents.
Mobile shelving also will give easy access to the documents we need at any time. It helps to safe space than traditional static shelving.
Warehouse will enable the department to find the old cases for future needs.
译文：
类型：
在电子申请在全球范围内加速发展的 21 世纪，只有极少数公司仍然相信实体申请系统。 时间是任何公司房屋的本质，因为物理归档和文书工作占用了大量宝贵的时间，可以以更具建设性的方式加以利用。
问题是我们应该如何处理所有这些文件。
范围：
法务部的职责是为客户提供建议，对事项进行保密，并确保文件的机密性和安全性，并应易于跟踪。
成功标准：
电子归档解决了与归档和存储文件有关的所有空间限制。
移动书架还可以让我们随时轻松访问我们需要的文件。 它比传统的静态货架有助于安全空间。
仓库将使部门能够找到旧货箱以满足未来的需求。
AC 2.1 Gather and interpret information to identify possible solutions to a problem:
Organization operating in any business process required to identify the problem and its solution to remain competitive in the business environment. Business organization entirely depends on the employees to determine the problem and solve them accordingly. In an organization where the individual have, the capability to identify the problem and solve proves they one of the significant asset to the company. The requirement of problem solving involves intense analysis and evaluation of the relying issue. Determining the actual problem, which declines the overall growth of the company, is the first milestone on the road to a solution of the company actual issue and challenges.
Due to the increased in the overall flow of the business in the legal department of ENOC, group help to determine the overall functionality of the company. Human resource problem, financial problem and technological problem are some of the key issue exist in the legal department and finally the office space are not sufficient for the current working team. The increased in the overall volume of the business in the globalized market increases the work limit of the company ENOC legal department, which help to determine the several reasons in the company.
译文：
AC 2.1 收集和解释信息以确定问题的可能解决方案： 商业法律代写论文
在任何业务流程中运营的组织都需要识别问题及其解决方案，以在业务环境中保持竞争力。企业组织完全取决于员工来确定问题并相应地解决问题。在个人拥有的组织中，识别问题和解决问题的能力证明他们是公司的重要资产之一。解决问题的要求涉及对依赖问题的深入分析和评估。确定影响公司整体增长的实际问题，是解决公司实际问题和挑战道路上的第一个里程碑。
由于 ENOC 法律部门的整体业务流程增加，小组帮助确定了公司的整体功能。人力资源问题、财务问题和技术问题是法律部门存在的一些关键问题，最终办公空间不足以满足现有工作团队的需求。全球化市场整体业务量的增加增加了公司ENOC法务部的工作限制，这有助于确定公司内部的几个原因。
As the work is increasing day by day and the number of staff in the department not being sufficient, the department needs to hire more employees to handle the work.
The increased Because of this we need more space to accommodate the new members of the team, as they would require an office/ workstation and all the necessary stationary in order to work productively. The increased work flow help to identify that the human resource department lack in evaluating the need and requirement of the extra work force in the legal department of the ENOC group, which help to advise the client on their business matter.
The reason for increase in workload is that ENOC has five segments under its umbrella being Terminals, Supply & Trading, Marketing, Retail and Others. Under each of these segments, we have a number of companies generating business. The legal department centralized for the whole ENOC group; we need to maintain corporate files for each of these companies. Thus it forces them to maintain all the documents in a paper format (both original and copy of all memorandum and articles of association, trade license and other membership certificates, Power of Attorney’s, Board resolutions, the contracts/ agreements/ joint ventures each of these companies enter into across the globe etc).
译文：
由于工作每天都在增加，部门的人手不够，部门需要雇用更多的员工来处理工作。
增加的因此我们需要更多的空间来容纳团队的新成员，因为他们需要一个办公室/工作站和所有必要的文具才能高效地工作。增加的工作流程有助于确定人力资源部门缺乏评估 ENOC 集团法律部门额外劳动力的需求和要求，这有助于就客户的业务问题提供建议。
工作量增加的原因是 ENOC 旗下有五个部门，分别是终端、供应与贸易、营销、零售和其他。在这些细分市场的每一个下，我们都有许多公司产生业务。法务部门集中于整个ENOC集团；我们需要为这些公司中的每一个维护公司文件。因此，它迫使他们以纸质格式保存所有文件（所有组织章程大纲和章程、贸易许可证和其他会员证书、授权书、董事会决议、合同/协议/合资企业的原件和副本）公司进入全球等）。
The documentation of the each business process requires extra time, which eventually has negative impact on the overall completion of each assignment.
The company needs to focus on the business process which need to be modified and all every department should have the legal department which will reduce the time and thus help to provide their service on real time basis. Apart from Corporate files, the company has a legal cases, especially from the Retail segment for which each case has a separate file with all the relevant documents necessary to produced in Court as evidence. not to mention the huge volume of correspondence with the concerned company and the external law firm handling the case all of which have to be properly filed.
The next volume of documentation related to Trademark registration. We currently have 23 trademarks registered in more than 77 jurisdictions across the globe in various classes of goods and services for which we maintain a file – country wise and trademark wise. As the portfolio keeps expanding, this is another area where the volume of filing is huge and necessary, which also help to identify another reason in the company, which create issue and challenge in the overall functioning of the company.
The legal department being the custodian of all the original agreements/ contracts, we have to ensure that they filed securely in proper storing spaces or safes’. The need of the extra work force demand the expansion of the floor size of the company and lack of technology increases the level of issue and challenges the organization, which required considering as the primary requirement of the company.
译文：
每个业务流程的记录都需要额外的时间，这最终会对每个任务的整体完成产生负面影响。
公司需要专注于需要修改的业务流程，每个部门都应该有法律部门，这将减少时间，从而帮助他们实时提供服务。除了公司档案外，该公司还有一个法律案件，特别是零售部门的案件，每个案件都有一个单独的档案，其中包含在法庭上出示的所有相关文件作为证据。更不用说与有关公司和处理案件的外部律师事务所的大量通信，所有这些都必须妥善归档。
下一卷与商标注册相关的文档。目前，我们在全球超过 77 个司法管辖区注册了 23 个商标，涉及不同类别的商品和服务，我们为这些商品和服务保留了一份文件——国家和商标。随着投资组合的不断扩大，这是另一个需要大量备案的领域，这也有助于确定公司的另一个原因，这对公司的整体运作造成了问题和挑战。
法律部门是所有原始协议/合同的保管人，我们必须确保它们安全地归档在适当的存储空间或保险箱中。对额外劳动力的需求需要扩大公司的占地面积，而技术的缺乏增加了问题的程度和对组织的挑战，这需要将其视为公司的主要要求。
AC 2.2 prepares a summary of the options providing facts and evidence:
Analysis:
The company has a centralized operation for all the legal advisory for different segment of the company ENOC that increases overall burden to a single department. The company should focus on to handle the overall business advisory system in their respective segment, which decrease the overall burden to a single department. The number of employee and the amount of work is large; the space for filling is too small, which limit the employee to file the document.
For example, as ENOC is a big company, we need to handle the work with better quality that is why hiring more employees will help to handle and submit the work in time. In spite of the large team in the department, we should keep a safe and confidential place to file the legal documents. For a heavy work, employee need to have a filing systems and stationary file shelving cabinets to provide durable and reliable storage for our office files. Rolling cabinet will save more space than conservative adjacent file cabinets and offer storage flexibility to record office supplies and file boxes. No one prefers to sit in the office with fill of paper around him or her. The company should decentralize its legal operation to each segment, which will be cost effective as well as time saving.
译文：
AC 2.2 准备了提供事实和证据的选项摘要： 商业法律代写论文
分析：
该公司对公司 ENOC 不同部门的所有法律咨询进行了集中操作，这增加了单个部门的整体负担。公司应专注于处理各自细分市场的整体业务咨询系统，减少单一部门的整体负担。员工人数和工作量大；填写的空间太小，限制了员工提交文件。
例如，由于ENOC是一家大公司，我们需要以更好的质量处理工作，这就是为什么雇用更多员工将有助于及时处理和提交工作的原因。尽管部门中有庞大的团队，但我们仍应将法律文件归档在一个安全保密的地方。对于繁重的工作，员工需要有档案系统和固定文件架柜，为我们的办公室文件提供持久可靠的存储。滚动柜将比保守的相邻文件柜节省更多空间，并提供存储灵活性以记录办公用品和文件箱。没有人喜欢坐在办公室里，身边堆满纸。公司应将其合法运营下放到每个部门，这样既节省成本又节省时间。
The overall space of the legal department of ENOC group is not sufficient to handle and store each document.
Increase in the floor size will not only help to store document but also uses them when they required, which meet the demand to expand the office, which eventually helps to accommodate the large team as well as the store the data and document in a warehouse. This will eventually helps them to utilize the data and document in the coming future. 商业法律代写论文
Moreover, as the size of the office is too small and we do not have enough room for storage, employee did not print their corresponding with the suppliers or others because they aware that no space to file them. This will affect our department for example if one employee is resign and he/she didn’t file the case that work on, the information will be lose as no one will have access to his/her computer especially with the court cases as we need to keep all the evidence and notice record. Instead of keep the employee working between the papers, and keep missing the document, as we do not have space to save it on, find a best solution to save the time and effort.
Advancement of technology or utilization of technology helps to enhance the overall performance of the legal department of the ENOC group.
The legal department of the ENOC group still uses document for the storage purpose where in that case e-filing of all the document help to increase the speed of recovering the data and can be used at any point of time.
Scanning the documents and invoices and file sharing is smarter and easier. As we use the emails a lot in our work, we do not have system to keep all the files on it through secure portal. We still print and keep filing in the archiving room. Sometimes employee in hurry and forget to file the documents. As the same time, we can ask the employee who work on the matter but if he/she on leave or resign; it will make a problem for us that some document will be missing.
译文：
ENOC 集团法务部的整体空间不足以处理和存储每份文件。
增加地板面积不仅有助于存储文件，还可以在需要时使用它们，满足扩大办公室的需求，最终有助于容纳大型团队以及将数据和文件存储在仓库中。这最终将帮助他们在未来利用数据和文件。
此外，由于办公室太小，我们没有足够的存储空间，员工没有打印他们与供应商或其他人的通信，因为他们知道没有空间归档。这将影响我们的部门，例如，如果一名员工辞职而他/她没有提交正在处理的案件，则信息将丢失，因为没有人可以访问他/她的计算机，尤其是在我们需要的法庭案件中保留所有证据和通知记录。与其让员工在文件之间工作，并不断错过文档，因为我们没有空间来保存它，不如找到一个最佳的解决方案来节省时间和精力。
技术进步或技术利用有助于提高 ENOC 集团法律部门的整体绩效。
ENOC 集团的法律部门仍然使用文档作为存储目的，在这种情况下，所有文档的电子归档有助于提高恢复数据的速度，并且可以在任何时间使用。
扫描文档和发票以及文件共享更加智能和轻松。由于我们在工作中大量使用电子邮件，因此我们没有系统通过安全门户将所有文件保存在其中。我们仍然在档案室打印和归档。有时员工匆忙而忘记提交文件。同时，我们可以询问正在处理此事但是否休假或辞职的员工；这会给我们带来一些文件丢失的问题。
AC 3.1 Apply a simple decision making technique to evaluate options to arrive at the best solution:
The scanning system involves the three resource human, physical and financial resource, which increases the overall cost of the work process. On the other I management system also require to utilize the three resources. The third solution like utilization of rolling up and down is better to use technology for storage the documents by buying filing system like roll up and down security doors. The rolling cabinet will help to save a lot of space in the office and employee will find it easier to find the file they need which will eventually help to save time. 商业法律代写论文
| Solution | Human Resources | Physical Resources | Financial Resources |
| Scanning System | √ | √ | √ |
| I Management system | √ | √ | √ |
| Rolling up and down cabinet | X | √ | √ |
Solution 3: The available options are grouped and ranked to reach at the best possible solutions, in addition facts that support the decisions are also considered reliable. Rolling up and down cabinet is the best solution as it uses only two-resource physical resource and financial resource, which helps to save the cost of the human resource on the other hand the rest of the solution, requires three essential resources, which increase the overall cost of the other two solutions. The rolling cabinet helps to save the human resource, which are utilized for the rest of the solution, which will cost the company extra capital for the investment.
译文：
AC 3.1 应用简单的决策制定技术来评估选项以获得最佳解决方案：
扫描系统涉及人力、物力和财力三种资源，增加了工作流程的整体成本。另一方面我的管理系统也需要利用这三种资源。第三种方案如使用卷帘门，最好是通过购买卷帘防盗门之类的归档系统来使用技术存储文件。滚动柜将有助于节省办公室的大量空间，员工会发现更容易找到他们需要的文件，这最终将有助于节省时间。
| Solution | Human Resources | Physical Resources | Financial Resources |
| Scanning System | √ | √ | √ |
| I Management system | √ 商业法律代写论文 | √ | √ |
| Rolling up and down cabinet | X | √ | √ |
解决方案 3：对可用选项进行分组和排名，以达到可能的最佳解决方案，此外，支持决策的事实也被认为是可靠的。上下柜是最好的解决方案，因为它只使用物理资源和财务资源两种资源，这有助于节省人力资源成本，另一方面解决方案的其余部分需要三种基本资源，这增加了其他两种解决方案的总成本。滚动柜有助于节省人力资源，用于解决方案的其余部分，这将花费公司额外的投资资金。
AC 4.1 plans the implementation and communication of the decision: 商业法律代写论文
Action plan:
Planning the implementation and communication of the decision require systematic analysis and process for action of solving the significant problem, which include several communication strategies for notifying the significant stakeholder for the implementation to fulfill. The communication process helps to notify the essential process, which help to inform the essential element which are require to be fulfilled as early as possible and informal the important member which for the necessary change. Resource identification and allocation is initial step for the planning and implementation of the decision. Timeline for the implementation plays significant role for the overall success of the decision.
Solution3 (rolling up and down Cabinet):
| Action | Who | When |
| Get approval | Decision maker ( Stakeholder) | 1 Week |
| Collect quotation | Myself | 24 hours |
| Review quotation | Manager 商业法律代写论文 | 24 hours |
| Meet with the supplier | Maintenance Team | 1 Week |
| Fix the deal | Vendor | 2 hours |
| Price | Maintenance Team | 1 hours |
| Order | Manager | 1 Week |
| Training the employee | Manager | 24 Hours |
Objective and Goal of Line manager
The line manager primary aim is to utilize the overall resource of the company, which help to provide constant legal support to each of the department of the ENOC group and thus help to improve the overall working condition of the company. The overall goal of the line manager is to increase the level of workflow in the legal department of the ENOC group with the implementation of several modifications, which are necessary for the overall performance of the company.
Decision Making
Decision making process requires an intense analysis and need of the improvement identification within the organization, which are essential for the smooth operation of the business. The decision taken under several circumstances which helps the company manager to determine the issue and challenge of the company. The analysis made by the line manager help to determine the need and requirement of the modification essential for the organization. the decision making require the overall evaluation of the business operation which analyze and identify the need of the modification which are necessary for the company to sustain for long run.
译文：
AC 4.1 计划决策的实施和沟通： 商业法律代写论文
行动计划：
规划决策的实施和沟通需要系统的分析和解决重大问题的行动过程，其中包括几个沟通策略，用于通知重要的利益相关者以实现实施。沟通过程有助于通知基本过程，这有助于通知需要尽早完成的基本要素，并非正式地通知重要成员进行必要的更改。资源识别和分配是决策规划和实施的第一步。实施时间表对决策的整体成功起着重要作用。
| Action | Who | When |
| Get approval | Decision maker ( Stakeholder) | 1 Week |
| Collect quotation | Myself | 24 hours |
| Review quotation | Manager | 24 hours |
| Meet with the supplier | Maintenance Team 商业法律代写论文 | 1 Week |
| Fix the deal | Vendor | 2 hours |
| Price | Maintenance Team | 1 hours |
| Order | Manager | 1 Week |
| Training the employee | Manager | 24 Hours |
直线经理的目标和目标
直线经理的主要目标是利用公司的整体资源，这有助于为 ENOC 集团的每个部门提供持续的法律支持，从而有助于改善公司的整体工作条件。直线经理的总体目标是通过实施几项修改来提高 ENOC 集团法律部门的工作流程水平，这对于公司的整体绩效是必要的。
做决定
决策过程需要对组织内的改进识别进行深入分析和需求，这对于业务的顺利运营至关重要。在多种情况下做出的决定有助于公司经理确定公司的问题和挑战。直线经理所做的分析有助于确定对组织至关重要的修改的需要和要求。决策需要对业务运营进行全面评估，分析和确定公司长期维持所必需的修改需求。
AC 4.2 describes which monitoring and review techniques could be used to evaluate outcomes:
The monitoring and review techniques help to determined and identify the loophole of the implementation of the new resources. The monitoring and review techniques help to enhance the overall performance of the implemented method. The monitoring helps to determine the overall effect on its progress, if in any circumstance the outcome for the implementation is not as expected then it reviewed and necessary action taken accordingly. 商业法律代写论文
By arranging a meeting with the team and take their feedback. Most of the employee find it easy and they don’t have any complain against the new system. That is make them work in a save place and find the document easy.
Team meeting is one of the most significant techniques to monitor and review the need of the modification in the organization.
Each individual in the team have their own opinion according to them, it can be easily identified the issue and challenges which persist in the company. thus the outcome will be depend on the unanimous decision taken by the team which every individual face the same issue and that issue are considered and according to that decision are taken.
In a filing cabinet paper documents are stored in file folders; each given individual names. Information is grouped by subject and all the data dealing with a particular subject is placed in the same file folder and then placed in the filing cabinet which help to synchronize the overall process. These folders then arranged in numerical or chronological order, ensuring information is easily accessible. The review requires feedback about the changes in the organization, which require meeting with the employees, which not only help to improve the overall process but also determine and evaluate the loophole in the implementation process of the resources.
译文：
AC 4.2 描述了哪些监测和审查技术可用于评估结果： 商业法律代写论文
监控和审查技术有助于确定和识别新资源实施的漏洞。监控和审查技术有助于提高所实施方法的整体性能。监测有助于确定对其进展的总体影响，如果在任何情况下实施结果不符合预期，则它会进行审查并相应地采取必要的行动。
通过安排与团队的会议并听取他们的反馈。大多数员工觉得这很容易，他们对新系统没有任何抱怨。那就是让他们在一个保存的地方工作并轻松找到文档。
团队会议是监控和审查组织变革需求的最重要技术之一。
团队中的每个人都有自己的意见，根据他们的意见，可以很容易地识别出公司中存在的问题和挑战。因此，结果将取决于团队做出的一致决定，每个人都面临相同的问题，并考虑该问题并根据该决定做出。
在文件柜中，纸质文件存放在文件夹中；每个人都给出了单独的名字。信息按主题分组，所有涉及特定主题的数据都放在同一个文件夹中，然后放在文件柜中，这有助于同步整个过程。然后将这些文件夹按数字或时间顺序排列，确保信息易于访问。审核需要对组织中的变化进行反馈，这需要与员工会面，这不仅有助于改进整体流程，而且还可以确定和评估资源实施过程中的漏洞。
References 商业法律代写论文
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