How To Build Intranet Platform

How To Build Intranet Platform

January 17, 2023 | Bitscape Team, Microsoft

A platform for an intranet is built in the following stages:

Define the intranet’s objectives and purpose. Determine the particular organisational demands and requirements that the intranet should meet.
Collecting requirements Analyze the organization’s requirements thoroughly, paying particular attention to the content and functionality that will be needed.

Pick the appropriate technology: Choose a technology platform, such as SharePoint, Drupal, or a specially developed solution, that can meet the needs and objectives of the intranet.


Create and build the intranet: Utilize the specifications and selected technology to design and create the intranet, including developing the required functionality, navigation, and content.

Test and deploy the intranet: Make sure the intranet is user-friendly and fits the demands of the enterprise. Deploy it to the users of the company as soon as it is prepared.


Upkeep and improvement of the intranet Keep an eye on the intranet’s performance and collect user comments. Utilize this knowledge to gradually update and improve the intranet.

To guarantee that it fits their needs and has an acceptable adoption rate, it is crucial to involve stakeholders and end users throughout the process.

The benefits of creating an intranet website

An organisation can gain from creating an intranet website by increasing cooperation, productivity, and communication.

Improved Communication: A central hub for all internal corporate communication can be provided via an intranet website. Important information, such as company news, policies, and processes, can be conveniently accessed by employees. An intranet can also let workers connect with one another through forums or instant messaging, for example.

Building An Intranet Platform

Increased Collaboration: By giving employees the resources they need to collaborate successfully, an intranet website can encourage employee collaboration. Employees can collaborate on projects, plan meetings, and share documents via an intranet, for instance. An intranet can also enable staff members to share knowledge and skills, which can boost overall efficiency.

Increased Productivity: By giving staff members simple access to the knowledge and resources they need to perform their tasks, an intranet website can aid in increasing productivity. For instance, an intranet can give staff members easy access to crucial documents like regulations and procedures. Additionally, an intranet can enable easy access to other resources for employees.

Improved Data Security: An intranet website can add an extra layer of data security for an enterprise. Sensitive information can be protected from being viewed by unauthorised individuals because the intranet is only accessible to the company’s employees. Financial reports, private papers, and other delicate material fall under this category.


Increased Employee Engagement: By giving workers a sense of affiliation with the company, an intranet website can aid in boosting employee engagement. An intranet, for instance, might enable staff members to share news and information, which can foster a sense of community within the business. Additionally, an intranet can enable staff to offer comments and suggestions, which can enhance their sense of empowerment.

Cost-Effective: For a company, creating an intranet website may be a cost-effective alternative. As all necessary tools and resources can be accessed over the intranet, it reduces the need to buy and maintain numerous software programmes and apps. Additionally, an intranet might lessen the requirement for travel since staff members can readily communicate and collaborate online.

Easy Information Access: An intranet website can give staff members quick access to the knowledge they need to perform their duties. Employees may readily obtain the information they need without having to hunt through several sources by centralising all relevant information in one location. This could lead to increased production and general efficiency.

Platforms for Online Intranets, Types

Online intranet platforms come in a variety of formats, each with a unique set of features and functionalities. Among the most common kinds of intranet platforms are:

SharePoint: Microsoft created the well-known intranet platform known as SharePoint. It may be used to develop a variety of intranet-based applications and is intended for enterprise-level businesses. The functions offered by SharePoint are numerous and include document management, teamwork, search, and business intelligence. It may be connected with other Microsoft products, including Office 365, and offers a large variety of customization options.

Drupal: Websites for intranets can be made using Drupal, an open-source content management system. It is a platform that allows for a great deal of customization and may be used to build a variety of intranet-based applications. Drupal offers functions including document management, teamwork, and search. It may be connected with other third-party programmes and provides a vast array of customization choices.

Confluence: Confluence is an Atlassian collaboration and documentation platform. It can be used to build a variety of intranet-based applications, such as team collaboration, project management, and document management. Among the many functions offered by Confluence are document management, collaboration, and search. Additionally, a variety of customization options are available, and Jira and other Atlassian applications can be incorporated.

Google Sites: An online platform for building intranet websites, Google Sites. It may be used to develop a variety of intranet-based apps and is intended for small to medium-sized businesses. Google Sites has tools for document management, teamwork, and search. It can also be integrated and offers a variety of customization options.

Samepage: Samepage is an intranet-based application development platform that enables the development of team communication, project management, and document management tools. Among the many services offered by Samepage are document management, collaboration, and search. It may be connected with other third-party programmes and provides a vast array of customization choices.

Salesforce Communities: A platform for building intranet-based applications, such as those for document management, project management, and team collaboration, is Salesforce Communities. Among the many services offered by Salesforce Communities are document management, collaboration, and search. It can be coupled with other Salesforce products like Salesforce CRM and offers a broad variety of customization options.

Custom-Created Solution: Depending on their unique needs and requirements, some businesses may decide to have an intranet solution that is specially built for them. The most flexible and in-depth control over the outcome is provided by this option, albeit it could cost more to create and maintain.

Each of these platforms has advantages and disadvantages of its own, and the optimal platform for a company will rely on the demands and specifications of that company. The size and complexity of the business, the kinds of applications that will be needed, and the level of customization necessary are all things to take into account when selecting an intranet platform. The organization’s technological and human resources that are available to support the intranet platform should also be taken into account.

Scalability, security, and user-friendliness should all be taken into consideration while selecting an intranet platform. The intranet may need to accommodate a rising user base and an increasing volume of data, therefore scalability is crucial. Security is crucial.

Monetization Models for Intranet Platforms

Monetizing an intranet platform can be challenging, as the primary purpose of an intranet is to provide internal communication and collaboration for an organization. However, there are several monetization models that can be used to generate revenue from an intranet platform. These include:

  1. Subscription-based model: Under this model, organizations pay a subscription fee to access the intranet platform. This fee can be based on the number of users, the amount of data stored, or the number of features used. This model is commonly used for cloud-based intranet platforms, such as SharePoint Online or Office 365.
  2. Advertising-based model: This model involves placing ads on the intranet platform and generating revenue from the ad impressions or clicks. However, this model is not very common in intranet platforms as the primary goal of an intranet is to provide a private and secure communication channel for the organization rather than as a medium for advertising.
  3. Upselling and cross-selling: This model involves providing additional services or features on top of the intranet platform and charging extra for these services. For example, an organization might offer advanced analytics or custom development services for an additional fee. This model can be effective for organizations that have a large user base and are looking to generate additional revenue from their intranet platform.
  4. Freemium model: This model involves offering a basic version of the intranet platform for free and then charging for additional features or services. This model can be effective for organizations that want to provide a basic intranet platform for free but still generate revenue from advanced features or services.
  5. Pay-per-use model: Under this model, organizations pay for the intranet platform based on the number of users, the amount of data stored, or the number of features used. This model can be effective for organizations that want to pay for the intranet platform on an as-needed basis rather than paying a flat subscription fee.
  6. Sponsorship model: This model involves finding sponsors to advertise on the intranet platform, and in exchange, the sponsor gets a certain level of exposure on the platform. This model can be effective for organizations that want to generate revenue from their intranet platform but do not want to place traditional ads on the platform.
  7. Consulting and training: This model involves providing consulting and training services for organizations that want to use the intranet platform. This can include services such as custom development, analytics and data visualization, and user training.

It’s important to note that the best monetization model for an intranet platform will depend on the specific needs and requirements of the organization. Factors to consider when choosing a monetization model include the size and complexity of the organization, the types of applications that will be required, and the level of customization that is needed. Additionally, it’s important to consider the resources, both technical and human, that the organization has available to support the intranet platform.

In summary, monetizing an intranet platform can be challenging, as the primary purpose of an intranet is to provide internal communication and collaboration for an organization. However, there are several monetization models that can be used to generate revenue from an intranet platform, including subscription-based, advertising-based, upselling and cross-selling, freemium, pay-per-use, sponsorship and consulting and training models. The best monetization model for an intranet platform will depend on the specific needs and requirements of the organization.

Must-Have Features for the Intranet

When building an intranet platform, it’s important to consider the features that will be most valuable for the organization. Here are some must-have features for an intranet platform:

  1. Document Management: This feature allows employees to easily store, share, and important access documents, such as policies, procedures, and forms. It should also include version control so that employees are always working with the most up-to-date versions of documents.
  2. Search: A powerful search feature is essential for an intranet platform, as it allows employees to quickly and easily find the information they need. The search feature should be able to search for documents, people, and pages, and return relevant results.
  3. Collaboration: Collaboration is key to an intranet platform, and it’s essential to include features that allow employees to work together effectively. This can include features such as calendars, task lists, and discussion forums, as well as the ability to share documents and information.
  4. Communication: An intranet platform should provide employees with multiple ways to communicate with one another, such as instant messaging, email, and discussion forums. This feature should also allow employees to send announcements, create polls, and schedule events.
  5. Personalization: An intranet platform should allow employees to personalize their experience by allowing them to create custom pages and dashboards and customize the layout and appearance of the intranet.
  6. Mobile Access: An intranet platform should be accessible on mobile devices, so employees can access it from anywhere, at any time. This feature should include a mobile-optimized interface and the ability to access all features of the intranet platform.
  7. Security: An intranet platform should have robust security features to protect the organization’s data and information. This can include features such as access controls, user authentication, and encryption.
  8. Analytics: An intranet platform should include analytics capabilities so that organizations can track user engagement and usage and make data-driven decisions about the platform.
  9. Integration: An intranet platform should be able to integrate with other systems and applications, such as CRM, HR, or ERP, to provide a seamless user experience.
  10. Training and Support: An intranet platform should include resources such as user guides, tutorials, and helpdesk support to ensure that employees can use the platform effectively.
  11. Feedback and Suggestions: An intranet platform should provide employees with a way to give feedback and suggestions, which can be used to improve the platform and make it more user-friendly.

How to Build Intranet Website?

It’s important to involve stakeholders and end-users through the process to make sure it meets their needs and has a good adoption rate.

Here are some more detailed steps for building an intranet website:

  • Identify the stakeholders: Gather a group of people representing different departments, functions, and levels of the organization to help identify the requirements, goals, and features of the intranet.
  • Define the scope: Define the scope of the intranet, including the types of content and functionality that will be required.
  • Choose the platform: Decide on the platform you will use to build the intranet. This can be a pre-built solution such as SharePoint, an open-source solution like Drupal, or a custom-built solution.
  • Design and development: Create a design for the intranet, including the layout, navigation, and branding. Then, start developing the intranet based on the design and requirements.
  • Content creation: Create the necessary content for the intranet, including text, images, and videos. Make sure the content is organized and easy to find.
  • Test and deploy: Test the intranet to ensure that it meets the organization’s needs and is user-friendly. Once it is ready, deploy it to the organization’s users.
  • Training and support: Provide training and support to ensure that employees can use the intranet effectively.
  • Continuous improvement: Continuously monitor the intranet’s performance and gather feedback from users. Use this information to make improvements and updates to the intranet over time.

Building an intranet website can be a complex and time-consuming process, but by following these steps and involving stakeholders and end-users, organizations can create a valuable tool that improves communication, collaboration, and productivity within the company.

Challenges of Building an Online Intranet Platform?

Building an online intranet platform can present a number of challenges, including User Adoption: One of the biggest challenges when building an intranet platform is getting employees to use it. Employees may be resistant to change or may not see the value in using the intranet. To overcome this, it’s important to involve employees in the design and development process, provide training and support, and clearly communicate the benefits of using the intranet.

Data security: Ensuring the security of sensitive data stored on the intranet platform is crucial. The intranet platform should have robust security features, such as access controls, user authentication, and encryption, to protect against unauthorized access and data breaches.

Scalability: The intranet platform should be able to accommodate a growing number of users and a growing amount of data without becoming slow or unreliable. This can be a challenge, particularly for organizations that are rapidly growing or have a large number of employees.

Integration: Integrating the intranet platform with other systems and applications, such as CRM, HR, or ERP can be challenging. The intranet platform should be able to integrate with other systems to provide a seamless user experience.

Customization: Customizing the intranet platform to meet the specific needs of the organization can be challenging. It’s important to choose a platform that can be easily customized and integrated with other systems and applications.

Maintenance: Maintaining and updating the intranet platform can be a significant challenge, particularly for organizations that lack the technical resources to do so. It’s important to choose a platform that is easy to maintain and update and to plan for ongoing maintenance and support.

Cost: Building an intranet platform can be a significant investment, and organizations may struggle with finding the budget for it. It’s important to consider all the costs associated with building and maintaining an intranet platform and with choosing a platform that is cost-effective and provides a good return on investment.

User experience: Creating an easy-to-use user.

Cost Input to Create Intranet Website

The cost of building an intranet website can vary widely depending on a number of factors, including Platform: Choosing a pre-built platform, such as SharePoint or Office 365, may be less expensive than developing a custom solution.

Design and development: The cost of design and development will depend on the complexity of the intranet, the number of features and functionalities required, and the resources required to build it.

Content creation: The cost of creating and organizing the content for the intranet, such as text, images, and videos.

Hosting and maintenance: The cost of hosting and maintaining the intranet, including any necessary upgrades or updates.

Integration: The cost of integrating the intranet with other systems and applications, such as CRM, HR, or ERP, if applicable.

Training and support: The cost of providing training and support to ensure that employees can use the intranet effectively.

Security: The cost of ensuring the security of the intranet and the sensitive data stored on it.

Scalability: The cost of scaling the intranet to accommodate a growing number of users and a growing amount of data.

On average, the cost of building an intranet website can range from a few thousand dollars for a basic, pre-built solution to hundreds of thousands of dollars for a custom-built solution. It’s important to consider all of these factors and to work with a budget when planning for the development of an intranet website.

It’s also worth considering the long-term benefits and the value that an intranet website can bring to the organization and its employees, such as improved communication, collaboration, and productivity, as well as the cost savings it can bring.

Why Modern Microsoft Intranet

Modern Microsoft intranet is a type of intranet platform that is built on Microsoft technologies, such as SharePoint and Office 365. There are several reasons why modern Microsoft intranet is becoming a popular choice for organizations:Familiarity: Many organizations already use Microsoft products, such as Office and Outlook, and are familiar with the Microsoft ecosystem. This makes it easier for employees to use and navigate a modern Microsoft intranet, as it has a similar look and feel to other Microsoft products they already use.

Integration: Modern Microsoft intranet platforms, such as SharePoint and Office 365, can easily integrate with other Microsoft products, such as Teams, Outlook, and OneDrive, providing a seamless user experience.

Scalability: Modern Microsoft intranet platforms are designed to be scalable, so organizations can easily add new users and store more data as their needs change.

Customization: Modern Microsoft intranet platforms, such as SharePoint and Office 365, can be easily customized to meet the specific needs of an organization, such as custom workflows, forms, and dashboards.

Security: Modern Microsoft intranet platforms, such as SharePoint and Office 365, have robust security features built-in, such as access controls, user authentication, and encryption, to protect against unauthorized access and data breaches.

Cloud-based: Modern Microsoft intranet platforms are cloud-based, which means they can be accessed from anywhere, at any time, providing the flexibility and accessibility that organizations need to work remotely.

Cost-effective: Modern Microsoft intranet platforms, such as SharePoint and Office 365, are cost-effective, as they are available as part of a larger suite of products and services and don’t require a large upfront investment.

Microsoft Intranet Used in Industries

Healthcare:

Healthcare organizations use Microsoft intranet platforms, such as SharePoint and Office 365, to improve communication, collaboration, and productivity within their organization. Here are some specific ways in which healthcare organizations use Microsoft intranet platforms: Electronic Health Records (EHR): SharePoint and Office 365 can be integrated with EHR systems, allowing healthcare organizations to securely store and share patient information, such as medical history, lab results, and prescriptions.

Clinical Collaboration: Microsoft intranet platforms can be used to facilitate collaboration among healthcare professionals, such as physicians, nurses, and therapists, to share information and collaborate on treatment plans.

Research and Development: SharePoint and Office 365 can be used to manage and collaborate on research projects, allowing healthcare organizations to share data and collaborate on new treatments and procedures.

Compliance and Governance: Microsoft intranet platforms can be used to meet compliance and governance requirements, such as HIPAA and HITECH, through features such as Azure Information Protection and Azure Policy.

Telemedicine: Microsoft intranet platforms can be used to support telemedicine, allowing healthcare professionals to conduct virtual consultations, share patient information and collaborate remotely.

Workflow Automation: Microsoft intranet platforms can be used to automate workflows, such as appointment scheduling, lab ordering, and prescription renewals.

Training and Support: SharePoint and Office 365 can be used to provide training and support to healthcare professionals, allowing them to use the intranet effectively and efficiently.  

Finance:

Financial organizations use Microsoft intranet platforms, such as SharePoint and Office 365, to improve communication, collaboration, and productivity within their organization. Here are some specific ways in which financial organizations use Microsoft intranet platforms:

Financial Data Management: SharePoint and Office 365 can be used to securely store and share financial data, such as bank statements, invoices, and reports, allowing for easy access and collaboration among team members.

Risk Management: SharePoint and Office 365 can be used to manage and collaborate on risk management, allowing financial organizations to share data and collaborate on risk analysis and reporting.

Compliance and Governance: Microsoft intranet platforms can be used to meet compliance and governance requirements, such as the Sarbanes-Oxley Act, through features such as Azure Information Protection and Azure Policy.

Portfolio Management: SharePoint and Office 365 can be used to manage and collaborate on portfolio management, allowing financial organizations to share data and collaborate on investment analysis and reporting.

Workflow Automation: Microsoft intranet platforms can be used to automate workflows, such as account opening, loan processing, and compliance checks.

Training and Support: SharePoint and Office 365 can be used to provide training and support to financial professionals, allowing them to use the intranet effectively and efficiently.

Manufacturing:

Manufacturing companies use Microsoft intranet platforms, such as SharePoint and Office 365, to improve communication, collaboration, and productivity within their organization. Here are some specific ways in which manufacturing companies use Microsoft intranet platforms:

Production Management: SharePoint and Office 365 can be used to manage and collaborate on production schedules and inventory, allowing for real-time monitoring and adjustment of production processes.

Engineering and Design: SharePoint and Office 365 can be used to store and share engineering and design documents, allowing for easy access and collaboration among team members.

New Product Development: SharePoint and Office 365 can be used to manage and collaborate on new product development, allowing manufacturing companies to share data and collaborate on product design and testing.

Quality Control: SharePoint and Office 365 can be used to manage and collaborate on quality control, allowing manufacturing companies to share data and collaborate on quality inspections and testing.

Workflow Automation: Microsoft intranet platforms can be used to automate workflows, such as purchase order processing and inventory management.

Training and Support: SharePoint and Office 365 can be used to provide training and support to manufacturing professionals, allowing them to use the intranet effectively and efficiently.

Education:

Educational institutions use Microsoft intranet platforms, such as SharePoint and Office 365, to manage student and faculty information and improve communication, collaboration, and productivity within the institution. Here are some specific ways in which educational institutions use Microsoft intranet platforms:

Student Information Management: SharePoint and Office 365 can be used to store and share student information, such as grades, transcripts, and attendance records, allowing for easy access and collaboration among faculty and staff.

Faculty Management: SharePoint and Office 365 can be used to store and share faculty information, such as resumes, publications, and contact information, allowing for easy access and collaboration among faculty and staff.

Course Management: SharePoint and Office 365 can be used to store and share course materials, such as syllabi, assignments, and lecture notes, allowing for easy access and collaboration among faculty and students.

Research Collaboration: SharePoint and Office 365 can be used to manage and collaborate on research projects, allowing educational institutions to share data and collaborate on research projects.

Workflow Automation: Microsoft intranet platforms can be used to automate workflows, such as student registration, grade submissions, and report generation.

Training and Support: SharePoint and Office 365 can be used to provide training and support to faculty and students, allowing them to use the intranet effectively and efficiently.

Follow these Ten steps to create an intranet that’s right for your company.

  1. Define the purpose and goals of the intranet: Identify the specific needs and objectives of the organization and how an intranet can help to meet them.
  2. Gather requirements and input from employees and departments: Engage employees and departments in the planning process to ensure their needs and preferences are taken into account.
  3. Conduct a content audit: Analyze existing internal content and determine what should be included in the intranet and how it should be organized.
  4. Choose and set up the intranet platform or software: Research and evaluate different options and select a platform that meets the organization’s needs and budget.
  5. Design and organize the intranet’s structure and navigation: Create a clear and intuitive structure for the intranet that makes it easy for employees to find the information they need.
  6. Create and populate the intranet with relevant content and features: Develop and upload content, including documents, forms, and other resources, and add features such as search, calendars, and discussion forums.
  7. Test and launch the intranet to employees: Conduct pilot testing with a small group of employees and gather feedback before launching the intranet to the entire organization.
  8. Continuously gather feedback and make improvements to the intranet: Monitor usage and gather feedback from employees to identify areas for improvement and make updates as needed.
  9. Assign a team or individual to manage and maintain the intranet: Establish a team or individual responsible for maintaining the intranet and ensuring it remains up-to-date and useful to employees.
  10. Measure the success of the intranet: Establish metrics and track usage, engagement, and feedback to measure the intranet’s success in meeting its goals and objectives.

About Bitscape

Bitscape is a Microsoft Technologies-based consulting and services company that specializes in helping organizations with their digital transformation journey. They offer a range of services, including consulting, project services, managed services, and app development. Their focus is on using Microsoft technologies, such as SharePoint and Office 365, to help organizations increase business productivity by automating processes, improving communication and collaboration, and enhancing compliance reporting. Their team of experts has extensive experience in deploying, configuring and customizing these platforms to meet the unique needs of their clients. They also provide ongoing support and maintenance to ensure that their clients’ systems are running smoothly and efficiently. Overall, Bitscape aims to be a partner that helps organizations in their digital transformation journey by leveraging the power of Microsoft technologies to improve their business outcomes.

Bitscape is a Microsoft Gold Partner and has a team of certified professionals who are well-versed in the latest Microsoft technologies and best practices. They provide a wide range of services, including:

Consulting: They help organizations identify their specific requirements and goals and then create a customized plan for the implementation of Microsoft technologies.

Project Services: They offer end-to-end project services that include planning, design, development, testing, deployment, and maintenance.

Managed Services: They provide ongoing support and maintenance services to ensure that the client’s systems are running smoothly and efficiently and to provide assistance with any issues that may arise.

App Development: They develop custom applications and workflows using Microsoft technologies to automate business processes, improve collaboration and communication, and enhance compliance reporting.

Training and Support: They provide training and support services to ensure that employees can use the systems effectively and efficiently.

By providing a wide range of services, Bitscape aims to be a one-stop shop for organizations looking to improve their digital transformation journey. They have a proven track record of delivering successful projects for clients across a variety of industries, such as Healthcare, Finance, Manufacturing, and Government. Their focus on customer satisfaction and their expertise in Microsoft technologies make them a reliable partner for organizations looking to improve their business productivity and efficiency.

In addition to the services mentioned above, Bitscape also provides additional services such as:

  1. Cloud Migration: They help organizations migrate their data and systems to the cloud using Microsoft technologies such as Azure and Office 365.
  2. Business Automation: They help organizations automate their business processes using Microsoft Power Automate, Power Apps, and other tools.
  3. Cybersecurity: They provide cybersecurity services to help organizations protect their systems and data against cyber threats.
  4. AI and Machine Learning: They use AI and machine learning technologies to help organizations in automating tasks, improve decision-making and enhance customer experiences.
  5. Analytics and Business Intelligence: They use Microsoft Power BI and other tools to help organizations in analyzing data, create reports and visualizations, and make data-driven decisions.
  6. Backup and Disaster Recovery: They provide backup and disaster recovery services to help organizations protect their data and systems in case of an emergency.
  7. Compliance and Governance: They help organizations meet compliance and governance requirements using Microsoft technologies such as Azure Information Protection and Azure Policy.

Overall, Bitscape provides a comprehensive set of services to help organizations in their digital transformation journey. By leveraging the power of Microsoft technologies and their expertise, they help organizations improve their business productivity and efficiency, and stay competitive in today’s digital economy.

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Follow these Ten steps to create an intranet that's right for your company.
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Follow these Ten steps to create an intranet that's right for your company.
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1. Define the purpose and goals of the intranet 2. Gather requirements and input from employees and departments 3. Conduct a content audit 4. Choose and set up the intranet platform or software 5. Design and organize the intranet's structure and navigation 6. Create and populate the intranet with relevant content and features 7. Test and launch the intranet to employees 8. Continuously gather feedback and make improvements to the intranet 9. Assign a team or individual to manage and maintain the intranet 10. Measure the success of the intranet
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Bitscape
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