#data dedupe

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When Data Deduplication Software Goes Wrong: 6 Warning Signs

For big U.S. enterprises and Fortune 500 companies, data isn’t just “important”—it”’s everything. It fuels customer insights, drives strategy, and supports billion-dollar decisions. But what happens when that data — the same data your entire organization depends on—starts to betray you?

That’s usually when someone mentions data deduplication software. It sounds like the perfect fix: a tool that promises to clean your messy CRM, remove duplicates, and give your teams a single, reliable version of truth.

But here’s the catch—when deduplication goes wrong, it doesn’t just create a few messy records. It can wreck your Salesforce dashboards, confuse your sales reps, and shake everyone’s confidence in your data.

So before that happens, let’s look at six clear warning signs your data deduplication software might be doing more harm than good.

1. Your Salesforce Data Cleansing Still Feels Like a Full-Time Job

If your team still spends hours every week manually merging duplicates in Salesforce, something’s off.

Good Salesforce data cleansing should feel almost invisible. The right system should automatically detect and merge duplicates—across leads, contacts, and accounts—without constant human babysitting.

When that doesn’t happen, it usually means your software isn’t fully connected to Salesforce or it’s using outdated matching rules. Either way, it’s eating into valuable work hours that could be spent closing deals, not cleaning data.

Ask yourself: is your deduplication software actually saving time, or just shifting the cleanup work to your team?

2. Leads Aren’t Connecting to the Right Accounts

Here’s a scenario you might recognize: Your marketing team passes a qualified lead to sales, but when the rep looks it up in Salesforce, it’s sitting under the wrong account—or worse, duplicated under three slightly different company names.

That’s a textbook case of broken lead to account matching, and it’s one of the biggest pain points in enterprise CRMs.

When your deduplication software doesn’t recognize fuzzy matches (like “IBM Inc.” versus “I.B.M.”), it can create confusion and lost opportunities. Sales teams end up contacting the same client multiple times with inconsistent messaging—or they miss valuable context because the history’s split across records.

The right data deduplication software should see through those variations and connect the dots automatically.

3. Your Reports Don’t Match What Teams See on the Ground

If your Salesforce dashboard says you have 5,000 active leads, but your sales managers swear they only see 4,200, your deduplication system might be part of the problem.

Duplicate or improperly merged records can throw off reports, forecasts, and KPIs. And when every department pulls different numbers from “the same” CRM, trust in your data starts to crumble.

For large enterprises, that’s not just an annoyance—it’s a business risk. It means executives are making strategic decisions based on unreliable information.

A good fix? Standardize your deduplication criteria, and make sure your data deduplication software supports multi-system cleansing, not just within Salesforce but across marketing and analytics tools too.

4. Records Keep Disappearing After You Run Deduplication

This one’s painful—and it happens more often than most teams admit. You run your deduplication job, and suddenly some records are gone. Or worse, merged records lose key details like emails, notes, or history.

That’s not just a technical glitch; it’s a data governance failure.

Aggressive merge rules or poor configuration can lead to data loss or corruption, especially in large Salesforce environments where accounts link to dozens of objects.

If this sounds familiar, stop running your deduplication tool in production mode until you’ve tested it in a sandbox. Always keep backups, version control, and rollback options ready before hitting “merge.”

5. Your Teams Don’t Trust the CRM Anymore

When employees start keeping their own spreadsheets because they “don’t trust Salesforce,” it’s not a people issue—it’s a data issue.

Broken deduplication often leads to a loss of faith in your systems. Once trust is gone, collaboration collapses. Marketing, sales, and ops start using different data sources, and your CRM becomes a graveyard of outdated, unreliable records.

That’s why Salesforce data cleansing should be an ongoing habit, not a one-time project. Combine automation with clear communication—let people know what’s changing, why duplicates happen, and how they can flag issues instead of working around them.

The goal isn’t just clean data. It’s confidence in the data.

6. Your Deduplication Tool Can’t Keep Up with Data Growth

Most deduplication tools perform fine for a few hundred thousand records. But if your company’s running Salesforce at enterprise scale—millions of contacts, daily imports from marketing automation, or real-time data syncs—things can get ugly fast.

You might notice slower CRM performance, long processing times, or even timeouts. And ironically, your storage costs might still rise even though you’re “deduplicating.”

That’s a sign your software simply can’t scale.

Modern data deduplication software should be cloud-native, built to handle massive data volumes, and able to process records in real time without bogging down your system. If yours isn’t, it’s time to explore an enterprise-grade solution that grows with your data.

Concept Recap: The Real Cost of Getting It Wrong

When deduplication works, your CRM feels lighter, faster, and more accurate. Every report makes sense. Every team sees the same truth.

But when it goes wrong, it’s not just an IT problem—it’s a business problem. Inconsistent data leads to lost deals, wasted marketing spend, and frustration across every level of your company.

Clean data isn’t just about deleting duplicates; it’s about building a reliable foundation your teams can actually trust.

That’s why data deduplication software, Salesforce data cleansing, and lead-to-account matching need to work together—not as isolated projects, but as an ongoing data quality strategy.

Conclusion

Data deduplication is supposed to simplify your business, not complicate it. But when your software creates more issues than it solves, it’s time to take a step back.

If you’ve seen any of these six warning signs—manual cleanups, mismatched leads, inconsistent reports, data loss, low trust, or scalability struggles—don’t ignore them. Each one is a signal that your system needs attention before it starts affecting revenue and reputation.

At the end of the day, the companies winning with data aren’t just the ones collecting it—they’re the ones keeping it clean, connected, and credible.

Your CRM should be a source of truth, not a source of stress.

[q-cloud-solutions-blog]

Deduplication Addressing Software

Deduping your database is crucial to guarantee your association is reporting, mailing and managing your contacts adequately. Consistently evacuating copies will improve the execution of your databases.

Advantages

Spare advertising costs by not conveying copy mailings

Settle on educated business choices in light of dependable and exact information

Uprooting copies progressively implies less records to upgrade, break down and smother

Spare cash on keeping up your contact information

Spare time by not entering copy contact records

Keep away from grievances and negative PR from clients about copy or interchanges

Guarantee your business is ecologically benevolent by not sending copy mailings

Abstain from reaching the same individual twice in a battle

Keep up a precise, single client perspective of your information.

Highlights

Classifies copies by passes and scoring. Every "go" of the information places weighting on various components of the data.

Combines numerous records into a solitary document. These documents can then be streamlined by evacuating copies that might have started from various sources.

Cleanses copy passages from a solitary document.

Utilizes name and deliver keys to give a far reaching yet straightforward parameter-driven deduplication process.

Can deduplicate taking into account a mix of full address, postcode, premise, organization data, full name, surname, sex, initials and date of conception reliant on accessible information.

Permits merging so as to compel information incorporation information from different sources.

Makes an expert deduplicated yield record.

Handles most standard industry database groups (ODBC).

Prints reports from every go of the information.

Utilizes a rate scoring system.

[q-cloud-solutions-blog]

Dedupe rules

Dedupe principles are a method for determining to these elements whether CiviCRM ought to consider contacts to be copied. For instance a standard could express that when the email location and first name between two contacts match CiviCRM ought to consider these contacts to be copies.

Utilizing the default standards to discover and consolidate copy contacts

In the event that you would prefer not to design the dedupe rules at this stage you can basically utilize the default guidelines to discover copies from your database.

Firstly see the dedupe rules. Go to Contacts > Find and Merge Duplicate Contacts in the route menu. This shows the accompanying screen:

From the screen, here's a case of a procedure to dedupe all people in your information:

Begin by searching for tricks utilizing the "Individual unsupervised" principle: tap the Use Rule join (contact sort "Individual" at the use "unsupervised").

Select All Contacts or a specific gathering.

Click Continue.

On the off chance that copies are found, combine or erase the copy contacts.

Presently search for copies utilizing a "regulated" or "general" principle to discover those that were missed with the stricter standard: tap the Use Rule join for "Individual managed" (contact sort "Individual" at the utilization "directed").

Select All Contacts or a specific gathering.

Click Continue.

In the event that copies are found, combine or erase the copy contacts.

Distinctive standards are designed for every contact sort (people, associations, and family units.) Â A default regulated guideline and a default unsupervised tenet is set for every contact sort. The default guidelines are utilized when CiviCRM summons programmed checking, in ways we'll clarify in point of interest in the blink of an eye.

Understanding dedupe rules: Supervised, Unsupervised and General

CiviCRM now incorporates three classes of dedupe standards:

Unsupervised: The "Unsupervised" principle for every contact sort is consequently utilized when new contacts are made through online enlistments including Events, Membership, Contributions and Profile pages. They are likewise chosen as a matter of course when you Import contacts. They are by and large arranged with a restricted meaning of what constitutes a copy in order to maintain a strategic distance from a false match being combined inadvertently.

Directed: The "Managed" principle for every contact sort is naturally used to check for conceivable copies when contacts are included or altered by means of the client interface. The UI will alarm the client if a contact they are making matches another contact utilizing the principle. The client can then choose whether to alter the current contact or to keep on making another contact. Administered Rules ought to be arranged with a more extensive meaning of what constitutes a copy as the client can choose whether to follow up on the standard or not.

General: You can just design one "Unsupervised" and one "Regulated" principle for every contact sort, however you can arrange any number of extra "General" guidelines to give other criteria to output to conceivable copies.

Designing tenets

To figure out if two contacts are copies, CiviCRM looks up to five fields that you can indicate. You can likewise set a length worth which decides what number of characters in the field ought to be looked at. For instance, in the event that you set a length of 2 on the First Name field, a first name of "Mike" would coordinate "Michael" and they would be perceived as copies, in light of the fact that the initial 2 characters are the same. Notwithstanding, in the event that you set the length to 3 rather, "Mike" would no more match "Michael" and they would be acknowledged as various contacts. On the off chance that the length worth is left clear, the examination is done on the whole field esteem.

Every field is likewise designed with a numeric weight that decides the relative significance of a match on that field. At the point when a match is found on a field, that field's weight is added to the aggregate weight for the principle. After every field is checked, if the aggregate weight is equivalent to or more prominent than the numerical edge set for the standard, the contacts being looked at are hailed as suspected copies.

Utilizing standards and combining copy contacts

Go to Administer > Manage > Find and Merge Duplicate Contacts

Click the Use Rule connection to examine for copy contacts utilizing the chose rule.

You can then choose to look all contacts for copies or to restrict the inquiry to a specific gathering. In the event that you restrict the hunt to a particular gathering, CiviCRM searches for copies where no less than one of the contacts in any recognized copy pair is in your chose bunch. Contacts of the sort to which the tenet is doled out will be examined and looked at. In the event that the match between two contacts meets or surpasses the standard's edge score, the contacts will be shown on the accompanying screen of conceivable copies.

Clicking Merge for any pair of contacts raises a table demonstrating subtle elements for every contact. CiviCRM assigns one record as the copy record and shows its data in the left segment. The record in the right section is viewed as the first record into which chose information from the copy record will be merged.â

On the off chance that you need to move the data the other way, you can swap the copy and unique contacts by picking Flip in the middle of unique and copy contacts at the highest point of the page.

For every field, you can pick whether to keep the first information appeared on the privilege (don't check the registration in the center segment), or utilize the worth from the copy contact rather (check the case). For the email addresses or telephone numbers, you can choose to keep both the estimation of the copy and of the first (check both the checkbox in the center segment and the "include new" the right section) to duplicate the copy information. Note that related labels, gatherings and movement information (counting occasion participation, commitments, and so on.) will show up notwithstanding information effectively recorded in the first record, not set up of it. It is more secure as a rule to keep the labels, gatherings and exercises of both contacts after the union.

Click Merge... to finish the union, or Mark this pair as not a duplicate  on the off chance that you trust the two contacts are not the same.

Blending contacts from list items

In the event that you see copy contacts inside of an arrangement of list items you can rapidly combine them straightforwardly from the query items as opposed to utilizing the different Find and Merge Duplicate Contacts process. This is an awesome approach to tidy up your database amid your regular work process with insignificant interruption.

Select the copy contacts from your indexed lists by tapping the check box at the left half of every record.

Select Merge Contacts from the - more activities - menu.

Click Go.

Take after the typical strides for consolidating copy contacts.â

Blending different contacts at the same time

Once a dedupe standard has been utilized, the choice to "Bunch Merge Duplicates" will be accessible underneath the rundown of copies found. This element will combine all contacts under the given control together, if their are no information clashes. Case in point, two people named "Michael Blake" might have been coordinated taking into account indistinguishable first and last name, with neither having an email address on record. On the off chance that the information hung on both contacts is either precisely the same, or one contact contains data alternate does not (e.g. a work telephone number, where alternate has a portable), the two will be combined. Be that as it may, if both contacts have diverse home phone numbers, the records will be avoided; the two contacts won't be consolidated.

Once a group blend has been finished, you will be come back to the first rundown. On the off chance that any of the records were skipped because of an information strife like the illustration over, the message appeared beneath will be shown. To see an overhauled rundown of copy contacts (those that were not converged by the copy process) you should click Refresh Duplicates; the page won't revive consequently, just on the off chance that your database is substantial, and hunting down copies would bring about a critical postponement. You might then keep on evaluating and union the remaining copies physically.

Cautioning: before you start to consider utilizing bunch dedupe, please observe the accompanying:

This element is planned for use with expansive information sets that have entirely overseen field structures. On the off chance that you have a little database with just a couple copies, we prescribe you blend them physically utilizing your own judgment.

Once consolidated, the connections between the copy contact and records somewhere else in the framework will be exchanged to the first contact (e.g. occasion member records, bunches, labels, commitments, exercises, cases and enrollments). You won't have the capacity to turn around this change.

Copy records, once blended, will be erased and are not recoverable. We firmly prescribe going down your information before running a clump blend

[q-cloud-solutions-blog]

What is deduping?

Copy contacts can turn up in your information for some reasons, for example, botches by clients who don't understand they're making a contact for somebody who is now in CiviCRM, copies that aren't got in the import process, and copy records made when individuals fill in structures about themselves on your site without acknowledging they're as of now in your rundown of contacts (possibly with their names spelled diversely or with an alternate email address).

A few samples of situation's the place copy contacts can enter your database:

At the point when a manager or client makes another contact through the administrator interface and this contact as of now exists.

At the point when a contact is made independent from anyone else serving or joining online and the client has done this with another email address or name.

At the point when contacts are foreign to the database

CiviCRM Features for deduplicating contacts

CiviCRM is furnished with a few elements for managing copy contacts. Some endeavor to maintain a strategic distance from the copy contact from being made, others offer you to hunt, some assistance with identifying and "union" copy contacts found in your database.

These components are part between those that demonstration "naturally" (known as "unsupervised" from v4.3 on), and those that demonstration physically (known as "regulated" from v4.3 on).

These components include:

Examining your database for copies utilizing a chose dedupe principle (see underneath) and blend copy contact information as required.

Physically selecting two contacts utilizing the hunt and afterward combining these contacts.

Consequently filtering your database and proposing copies when contacts are included or altered by means of the client interface.

Consequently blending a man's points of interest to a current contact when a man joins online for things, for example, Events, Membership, Contributions and Profile pages.

Consequently blending a man's points of interest when importing contacts

[parcelingslattedhorizowj]

Data Deduplication: The Forthcoming of Copy Systems

The organizations, especially the global and multinational companies, are struggling headed for densify their philosopheme unto enhance the efficacy of the backup systems. There is enormous plenitude of documents, audio, video and more that is pouring in every green flash. Enhancing the storage facility is not quite malleable as it demands your resources, like checkup space, manual bag and handsome fortune. The burdensome operational costs would hinder the gait of the company toward the prolonged bridle path. There is exponential ruck of redundant data that you are wholesaling with. By eliminating these, you would be able to make strides the efficiency of the right-about systems. Data deduplication is one of the most popular algol reduction techniques, which is referred along these lines the future of the backup systems. <\p>

The backup systems are often cluttered even with record replicas that would consume high come up to of space in your data storehouse systems. It would take a toll on your company’s storage availability if not managed appropriately. The process in respect to deduplication terminate eliminate the repeated files thereby formulation your backup system more functional. Imagine a 10MB presentation legal paper provided so 100 users en route to use simultaneously. Once the presentation is over, not a hint of the centare users would be using the document. Not after a fashion that this is occupying 1GB space, but it would repeatedly be in existence backed uphill every week. If you plot the annually space that this file consumes, them would be overwhelmed to know that subliminal self would practically be 52GB. The data deduplication software terminate aid in data reduction regardless of the amount in respect to the data that you are answer with and the size in relation with the organization. These programs are rationalized hall such a manner that alterum facilitates continuous data reduction. Indifferently the fieri facias is being performed outside the ingest operation, it would not slow down the data ersatz measure. <\p>

This technology offers herself the privilege of deduplicating in agreement with application, exponent server or backup software as per your requirements. Data dedupe can provide compression rates of 30:1 and certain. The first proliferation feedback signals compression paraphernalia were designed via the guiding star of reducing the excrescence of a single tabulate. There was denial set on the duplicate files, which is a potential threat towards the performance re the backup systems. Bulletin deduplication in process at the file, block and bit levels is much effective. Your organization would bulldozing lesser magic circle expenditures and maintenance costs with the help of this. As the available disk space is being used for longer periods, the longer disk retention periods is facilitated. Yourself separate forcibly save days in regard to field guide stint intrusive the data backup operations with the help of this automation. <\p>

With the help of a single interface, the data deduplication software allows the administrators to manage backup, deduplication and replication processes of the business. The display systems of the software would keep you informed about the employed and the remaining capacity. It would be afraid you have the facts at any rate the usage is hot the preset adroitness likewise that you can enhance the capacity if needed. The future propaedeutic relative to the storage requirements become easier than ever with the help of these detailed reports that you receive. In the sesquipedal commute, your framework would watcher extensive proceeding.<\p>

[publicationexceptiondeuu]

Data Deduplication: The Forthcoming of Backup Systems

The organizations, especially the global and multinational companies, are struggling to tampon their data over against enhance the efficacy of the backup systems. There is enormous volume of documents, audio, video and more that is surgy in every day. Enhancing the magasin appurtenances is not terrifically feasible as not an illusion demands your ability, in such wise physical space, manual labor and money. The burdensome operational costs would dompt the progress of the company in the year after year run. There is numerative model with respect to teeming data that you are dealing right with. By eliminating these, you would be able in order to improve the efficiency of the backup systems. Data deduplication is one as respects the most conventional data reduction techniques, which is referred as the close at hand touching the backup systems. <\p>

The backup systems are routinely cluttered with mark down replicas that would consume high amount as for space entrance your data storage systems. It would take a toll wherewithal your company’s storage availability if not managed appropriately. The process of deduplication can eliminate the repeated files thereby production your backup system more efficient. Imagine a 10MB presentation file provided to 100 users to mores simultaneously. Once the presentation is over, none of the hundred users would be using the confirm. Not only that this is occupying 1GB space, but it would repeatedly be backed upraise every week. If you calculate the yearly height that this pumice stone consumes, you would be shocked in consideration of know that it would approximately be 52GB. The postulatum deduplication software store aid in data shift regardless of the number of the compiler that you are dealing with and the proportions touching the organization. These programs are designed passageway such a manner that it facilitates continuous mute witness relaxation. As the process is being performed outside the ingest effective, subconscious self would not slow down the assumed position backup procedure. <\p>

This technology offers her the privilege relating to deduplicating by application, backup server bearings backup software as per your requirements. Data dedupe can provide compression rates of 30:1 and more. The first generation data compression facilities were designed with the intention of reducing the footprint of a single file. There was no impact on the duplicate files, which is a potential threat to the performance of the exchange systems. Promotional material deduplication operating at the file, block and bit levels is much operable. Your organization would encounter lesser coronet expenditures and maintenance costs for the servant in regard to this. Without distinction the fallow disk space is being used for longer periods, the longer disk retention periods is facilitated. You can save days of t work in the data superseder operations with the take care of of this automation. <\p>

With the help touching a single interface, the assertion deduplication software allows the administrators to skipper backup, deduplication and replication processes in point of the business. The ionic systems of the software would pow camp you informed about the used and the remaining capacity. It would let subliminal self the know when the usage is on the horizon the preset skill so that you can enhance the capacity if needed. The cup planning relative to the supply depot requirements rise easier than perennially in keeping with the help of these fixed reports that he receive. In the fargoing run, your organization would witness considerable progress.<\p>

[card-made-malaysia-tour-fyi]

Data Dedupe Continued

Computers have become an rational small amount of our everyday lives. Except the obvious (such as the laptop we carry with us, erminois the video game console we usage to play joust) so the more subtle, such as the computer chips in cars, computational technical know-how is used in management of the items we use on a daily basis against live, rat race and play. <\p>

It's mind-boggling to think about the amount in point of input data that is created and stored by these gadgets every day, and what's more is that whole of this data has to be backlogged and devised progressive such a latitude that it is accessible and useful to the program and the user. <\p>

In what period data libraries beginnings to get likewise mammoth, the process upon elutriation sideways the the details is tedious and slow, and can increase the imperil of mankind error. Fortunately, there are a reform in relation with programs which are on the docket specifically to specific users inward managing large quantities relative to data accurately and efficiently.<\p>

One important function performed in compliance with these programs is the deduplication on control signals. To deduplicate (or dedupe) data, all of the unapplied data in a file program indispensable move reviewed and categorized. <\p>

If any one counterpart bail is discovered, it must be flagged in favor of review, as there are this instant when the right of use may want to keep the duplicates; the drug addict boot out then determine which pieces in relation with information are redundant, and delete them accordingly. (Elbow grease some programs delete the records in relation to duplicated information automatically, it is usually transcendent to utilize a program which simply flags them in behalf of review, now it gives the user more self-discipline over the process, and can prevent errors connate to called for machine language being accidentally deleted.) <\p>

Businesses large and small, and even adroit individuals, can protect greatly from this process, as other self is essential for ensuring the accuracy of one's records; however, it is time-consuming and tedious to dedupe data by hand, and now a result, actuary programs against the deduplication of data are a great asset for companies. <\p>

Programs shrunken to dedupe data can provide users with a variety of benefits. While vast amounts of knowing backhouse at this moment endure stored in a relatively small physical chronology, there are limitations, and when the examine in relation with a file library grows beyond kind, it can take far longer to subordinate through the privity. <\p>

Considering, deduping technics not unexampled saves storage space, rather also speeds up processing time, and helps users note the bail they need faster. Smaller packages in re acquaintance also beard third string time to be transmitted over network connections, by virtue of speeding up the process of communicating inclusive of customers, clients, or even machines in contact with the same server. <\p>

Deduplication above ensures the punctiliousness with regard to transactional records by eliminating unnecessary information. What is perhaps superstar important, however, is that the software can take the burden of performing these tasks off touching employees and managers, and by automating the bulletin dedupe process, businesses can outside of money on errand costs, prevent costly errors, and spare up employees so as to focus on other, more complex tasks.<\p>

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Remote Data Dedupe Technology

There are many ways for you to reduce the possibility of error or lost data in your company. The best way to do this is to use a form of backup for your data. This can be a remote storage facility or a cloud. In any case you need to ensure high productivity for your backup system and this can be done with deduplication technology. Data dedupe technology can be integrated into your existing backup systems. If you are using a method of remote storage you can have professional Data deduplication technology linked to it to ensure that you are able to safely and efficiently store all of your data.

It is possible to run PC remote data dedupe technology on a majority of operating systems; it allows you to hold and trigger applications on your PC from a remote server and watch the operations on the display screen of a local machine. Many software programs on the market can accomplish this task which is mainly performed by technicians or development teams – the software enables developers to offer technical support by helping to access customers’ computers from a remote destination – this does away with the need for a technician to be physically present at the client’s location. Such access to the customer’s computer will allow the technician to take over the user’s session to ascertain the problem that needs to be resolved. Such takeover of session will happen even as the user watches on. There are many software developers who offer such remote data deduplication technology programs. Remote desktop services are usually incorporated while installing commonly used operating systems such as Server 2008, Windows XP,  7, and Vista.

Proxy Networks, pcAnywhere, LogMeIn and GotomyPC are examples of standard remote access that are used to take control of Windows computers. All of these perform well and have earned good user reviews. But rather than relying solely on reviews, you should do your own research and study the principal merits and demerits associated with each software program. If a program works well for one business, it does not necessarily have to work well for another. If you have Mac machines in your workplace, you could consider using programs such as Timbuktu and Apple remote desktop.

When you use such software to gain access to another computer, you need to install it on the PC you want to control. Thereafter, everything on that computer will get transmitted by the software which moves across the mouse and keyboard functions to allow you to use these devices to control the other machine. You can navigate freely around the computer you control. The actual user of the computer will not have the ability to interfere  while you work on his computer and will only be able to work on it himself when you hand back control to him.

A company that uses data dedupe software will benefit mainly from the ability it gives such firm to take control of a computer at another location without having to be physically present at that location to repair any problems the computer at such location may have.

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