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<div dir="ltr">Allen, </div>
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<div dir="ltr">I provided comments earlier in this email thread already. I defer to the document owner, John, or Valerie as Documents Management for further questions. </div>
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<div dir="ltr">I’m on vacation and will return Tuesday. </div>
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-Ashley </div>
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<div id="divRplyFwdMsg" dir="ltr"><font face="Calibri, sans-serif" style="font-size:11pt" color="#000000"><b>From:</b> John Buttles <buttles@jlab.org><br>
<b>Sent:</b> Tuesday, April 29, 2025 5:19:31 PM<br>
<b>To:</b> Allen Samuels <samuels@jlab.org>; Ashley Mitchell <ashleya@jlab.org><br>
<b>Cc:</b> pansophy <pansophy@jlab.org><br>
<b>Subject:</b> RE: AFR Template</font>
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<p class="x_MsoNormal"><span style="font-size:11.0pt">Allen,</span></p>
<p class="x_MsoNormal"><span style="font-size:11.0pt"> </span></p>
<p class="x_MsoNormal"><span style="font-size:11.0pt">I’m completely unaware of what I can do to help on this – please let me know what’s up and how I can help.</span></p>
<p class="x_MsoNormal"><span style="font-size:11.0pt"> </span></p>
<p class="x_MsoNormal"><span style="font-size:11.0pt">John</span></p>
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<p class="x_MsoNormal"><b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif"> Allen Samuels <samuels@jlab.org>
<br>
<b>Sent:</b> Tuesday, April 29, 2025 4:41 PM<br>
<b>To:</b> Ashley Mitchell <ashleya@jlab.org>; Allen Samuels <samuels@jlab.org><br>
<b>Cc:</b> pansophy <pansophy@jlab.org>; John Buttles <buttles@jlab.org><br>
<b>Subject:</b> Re: AFR Template</span></p>
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<p class="x_MsoNormal"><span style="color:black">Ashley and John,</span></p>
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<p class="x_MsoNormal"><span style="color:black">Have you had a chance to look at this? It's been about a week, and I can't find any responses since then.</span></p>
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<p class="x_MsoNormal"><span style="color:black">Allen</span></p>
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<p class="x_MsoNormal"><b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black">From:</span></b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black"> Pansophy <<a href="mailto:pansophy-bounces@jlab.org">pansophy-bounces@jlab.org</a>>
on behalf of Allen Samuels via Pansophy <<a href="mailto:pansophy@jlab.org">pansophy@jlab.org</a>><br>
<b>Sent:</b> Wednesday, April 23, 2025 5:03 PM<br>
<b>To:</b> Ashley Mitchell <<a href="mailto:ashleya@jlab.org">ashleya@jlab.org</a>><br>
<b>Cc:</b> pansophy <<a href="mailto:pansophy@jlab.org">pansophy@jlab.org</a>>; John Buttles <<a href="mailto:buttles@jlab.org">buttles@jlab.org</a>><br>
<b>Subject:</b> Re: [Pansophy] AFR Template</span> </p>
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<p class="x_MsoNormal"><span style="color:black">Ashley and John,</span></p>
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<p class="x_MsoNormal"><span style="color:black">How's this? Not sure on the actual form approval names, but otherwise I think I have it down. Ignore the highlighted date areas, those are for me when I upload to DocuShare so I don't forget to update them.</span></p>
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<p class="x_MsoNormal"><span style="color:black">Allen</span></p>
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<p class="x_MsoNormal"><b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black">From:</span></b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black"> Ashley Mitchell <<a href="mailto:ashleya@jlab.org">ashleya@jlab.org</a>><br>
<b>Sent:</b> Wednesday, April 23, 2025 4:47 PM<br>
<b>To:</b> Allen Samuels <<a href="mailto:samuels@jlab.org">samuels@jlab.org</a>><br>
<b>Cc:</b> pansophy <<a href="mailto:pansophy@jlab.org">pansophy@jlab.org</a>>; John Buttles <<a href="mailto:buttles@jlab.org">buttles@jlab.org</a>><br>
<b>Subject:</b> Re: AFR Template</span> </p>
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<p class="x_MsoNormal">Yes but he needs to make some changes too, can you convert to what the PDF is and then send it back to him to edit? </p>
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<p class="x_MsoNormal" style="background:white"><span style="color:#212121">-Ashley </span></p>
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<p class="x_MsoNormal"><b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black">From:</span></b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black"> Allen Samuels <<a href="mailto:samuels@jlab.org">samuels@jlab.org</a>><br>
<b>Sent:</b> Wednesday, April 23, 2025 4:46:30 PM<br>
<b>To:</b> Ashley Mitchell <<a href="mailto:ashleya@jlab.org">ashleya@jlab.org</a>><br>
<b>Cc:</b> pansophy <<a href="mailto:pansophy@jlab.org">pansophy@jlab.org</a>>; John Buttles <<a href="mailto:buttles@jlab.org">buttles@jlab.org</a>><br>
<b>Subject:</b> Re: AFR Template</span> </p>
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<p class="x_MsoNormal"><span style="color:black">Ok so your instructions are still alright, but Adam's HE AFR needs to stop routing, be converted to what the PDF is, and then rerouted.</span></p>
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<p class="x_MsoNormal"><span style="color:black">Allen</span></p>
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<p class="x_MsoNormal"><b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black">From:</span></b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black"> Ashley Mitchell <<a href="mailto:ashleya@jlab.org">ashleya@jlab.org</a>><br>
<b>Sent:</b> Wednesday, April 23, 2025 4:44 PM<br>
<b>To:</b> Allen Samuels <<a href="mailto:samuels@jlab.org">samuels@jlab.org</a>><br>
<b>Cc:</b> pansophy <<a href="mailto:pansophy@jlab.org">pansophy@jlab.org</a>>; John Buttles <<a href="mailto:buttles@jlab.org">buttles@jlab.org</a>><br>
<b>Subject:</b> Re: AFR Template</span> </p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">Allen,</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">No.</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">For Adam's doc: convert the PDF to word and use that R1 to route the doc for approval (after Adam makes changes to the dates in my rejection). This way we're using the right/approved
template to route the document and it will be on the correct revision at the time of routing.</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black"> </span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">For AFR Template R2: combine elements of each doc into R2.</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">use:</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black"> From the PDF Version: </span></p>
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<p class="x_MsoNormal" style="margin-left:66.0pt; text-indent:-.25in"><span style="font-size:10.0pt; font-family:Symbol; color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><span style="font-family:"Calibri",sans-serif; color:black">the Instructions at the top</span></p>
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</span></span></span><span style="font-family:"Calibri",sans-serif; color:black">text and table in the PDF under section 2.</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black"> From the Word Doc</span></p>
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<p class="x_MsoNormal" style="margin-left:66.0pt; text-indent:-.25in"><span style="font-size:10.0pt; font-family:Symbol; color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><span style="font-family:"Calibri",sans-serif; color:black">Approvers (Project Coordinator, QE, and SRF Dept Head)</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">The PDF isn't on the right word template, it's missing the uncontrolled stamp.</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">I think we started adding a header to the last page form instructions too? (Valerie confirm?)</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">OR convert the PDF to word and upload that word doc for use as R1 and let it be for another year until it has to be reviewed. An admin edit could be made to put it on the right
word template (with the uncontrolled footer)</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">- Ashley</span></p>
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<p class="x_MsoNormal"><b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black">From:</span></b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black"> Allen Samuels <<a href="mailto:samuels@jlab.org">samuels@jlab.org</a>><br>
<b>Sent:</b> Wednesday, April 23, 2025 4:15 PM<br>
<b>To:</b> Ashley Mitchell <<a href="mailto:ashleya@jlab.org">ashleya@jlab.org</a>><br>
<b>Cc:</b> pansophy <<a href="mailto:pansophy@jlab.org">pansophy@jlab.org</a>>; John Buttles <<a href="mailto:buttles@jlab.org">buttles@jlab.org</a>><br>
<b>Subject:</b> Re: AFR Template</span> </p>
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<p class="x_MsoNormal"><span style="color:black">Ashley,</span></p>
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<p class="x_MsoNormal"><span style="color:black">So to be clear, rather than pulling from both the PDF and word doc, I need to just convert the PDF into an R2 and put out for approvals. Do I understand correctly?</span></p>
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<p class="x_MsoNormal"><span style="color:black">Allen</span></p>
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<p class="x_MsoNormal"><b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black">From:</span></b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black"> Ashley Mitchell <<a href="mailto:ashleya@jlab.org">ashleya@jlab.org</a>><br>
<b>Sent:</b> Wednesday, April 23, 2025 3:57 PM<br>
<b>To:</b> Allen Samuels <<a href="mailto:samuels@jlab.org">samuels@jlab.org</a>><br>
<b>Cc:</b> pansophy <<a href="mailto:pansophy@jlab.org">pansophy@jlab.org</a>>; John Buttles <<a href="mailto:buttles@jlab.org">buttles@jlab.org</a>><br>
<b>Subject:</b> Re: AFR Template</span> </p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">Hi,</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">Sorry to do this, after thinking on it, the AFR should be on the approved template so it should match the PDF version with signatures. We already had an audit finding for using
the wrong template, so we should use the right one. I'm rejecting the AFR anyway because the dates are wrong, so I'll also add to move to the PDF version of the template. </span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">Sorry for going back on what I said earlier.</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">- Ashley</span></p>
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<p class="x_MsoNormal"><b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black">From:</span></b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black"> Allen Samuels <<a href="mailto:samuels@jlab.org">samuels@jlab.org</a>><br>
<b>Sent:</b> Wednesday, April 23, 2025 2:37 PM<br>
<b>To:</b> Ashley Mitchell <<a href="mailto:ashleya@jlab.org">ashleya@jlab.org</a>><br>
<b>Cc:</b> pansophy <<a href="mailto:pansophy@jlab.org">pansophy@jlab.org</a>>; John Buttles <<a href="mailto:buttles@jlab.org">buttles@jlab.org</a>><br>
<b>Subject:</b> Re: AFR Template</span> </p>
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<p class="x_MsoNormal"><span style="color:black">Thanks, Ashley. I will go ahead and send out Adam's AFR. I'll also create a preliminary R2 with your recommended changes when I have a moment today, incase John comes back with no objections.</span></p>
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<p class="x_MsoNormal"><span style="color:black">John, let me know if there's any deviations from what Ashley recommended that you want. I'll drop it in the in progress folder for you to review when I'm done. If everything looks good, throw it in the
<a href="https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-57464" title="https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-57464">
QMS Ready for Approvals folder</a> and I'll go from there.</span></p>
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<p class="x_MsoNormal"><span style="color:black">Allen</span></p>
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<p class="x_MsoNormal"><b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black">From:</span></b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black"> Ashley Mitchell <<a href="mailto:ashleya@jlab.org">ashleya@jlab.org</a>><br>
<b>Sent:</b> Wednesday, April 23, 2025 2:10 PM<br>
<b>To:</b> Allen Samuels <<a href="mailto:samuels@jlab.org">samuels@jlab.org</a>><br>
<b>Cc:</b> pansophy <<a href="mailto:pansophy@jlab.org">pansophy@jlab.org</a>>; John Buttles <<a href="mailto:buttles@jlab.org">buttles@jlab.org</a>><br>
<b>Subject:</b> Re: AFR Template</span> </p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">Allen,</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">Great catch!</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">Please go ahead and route Adam's AFR for L2HE J-27.</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black"> </span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">I tried to find the word version in Tiffany's files, but this seems to be Ed's, I can't find it.</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">John Buttles now owns this document as part of his process, but here's my suggestion and he can reply if he doesn't agree:</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black"> </span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">Lets make a R2 of the AFR template and use:</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black"> PDF Version: </span></p>
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<p class="x_MsoNormal" style="margin-left:66.0pt; text-indent:-.25in"><span style="font-size:10.0pt; font-family:Symbol; color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><span style="font-family:"Calibri",sans-serif; color:black">the Instructions at the top</span></p>
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</span></span></span><span style="font-family:"Calibri",sans-serif; color:black">text and table in the PDF under section 2.</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black"> Word Doc</span></p>
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</span></span></span><span style="font-family:"Calibri",sans-serif; color:black">Approvers (Project Coordinator, QE, and SRF Dept Head)</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black"> The PDF isn't on the right word template, it's missing the uncontrolled stamp.</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">I think we started adding a header to the last page form instructions too? (Valerie?)</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black"> </span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">Thanks Allen!</span></p>
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<p class="x_MsoNormal"><span style="font-family:"Calibri",sans-serif; color:black">- Ashley</span></p>
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<p class="x_MsoNormal"><b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black">From:</span></b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black"> Allen Samuels <<a href="mailto:samuels@jlab.org">samuels@jlab.org</a>><br>
<b>Sent:</b> Wednesday, April 23, 2025 1:10 PM<br>
<b>To:</b> Ashley Mitchell <<a href="mailto:ashleya@jlab.org">ashleya@jlab.org</a>><br>
<b>Cc:</b> pansophy <<a href="mailto:pansophy@jlab.org">pansophy@jlab.org</a>><br>
<b>Subject:</b> AFR Template</span> </p>
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<p class="x_MsoNormal"><span style="color:black">Ashley,</span></p>
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<p class="x_MsoNormal"><span style="color:black">I was reviewing an L2HE AFR when I noticed that there's discrepancies between the two documents in the
<a href="https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-57457" title="https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-57457">
SRF-11-FM-004 Authorization for Release Form</a> folder. The form instructions are different, the text underneath section 2 is different, the footer is different, and the approvals area has a different number of approvals. It seems that when the documents were
uploaded back in 2023, different versions got uploaded for the word doc and the pdf. Do you remember which of these is the correct version? If we can figure that out, we can create an R2 that overwrites both of them and gives us a single version.</span></p>
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<p class="x_MsoNormal"><span style="color:black"> </span></p>
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<p class="x_MsoNormal"><span style="color:black">Also regarding the L2HE AFR, since Adam used the template version that is identical to the word doc version, I will go ahead and route it if you have no objection. Despite the discrepancy, he did use the version
in the TravelerTemplate folder of M:Drive.</span></p>
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<p class="x_MsoNormal"><span style="color:black"> </span></p>
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<p class="x_MsoNormal"><span style="color:black">Allen</span></p>
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