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Closed Cases Migration & Server Deduplication

Status: Active (Server01 migration in progress via Codex) Project: Operations

What this is

Ongoing effort to consolidate the firm's historical case data off of multiple servers and duplicate-riddled folders onto a single authoritative location. Stemmed from the original "Servers Cleanup" project in March 2026 and has been running in parallel with the Zazz offboarding (the managed service provider that created much of the duplication).

The problem

The firm had case files in: - Server01 (original file server) - NAS (Server05) — closed cases copied during migrations, 62 TB at 88% capacity with ~38–43 TB unaccounted for (hidden snapshots / recycle bin / sync cache) - Google Drive (Z: drive sync) - Dropbox (Server-Host) - Various admin shares including a hidden G$ share - Individual staff Mac desktops/documents/downloads

Overlapping copies had diverged over time because multiple locations were being actively used. Closed cases turned out to be safe exact duplicates (96.8% match rate on a 250-folder sample), but open cases had real divergence and required file-level merging.

Progress

  • Server Deduplication: Repo Audit, Organization, and Forward Plan (March 3, 2026) — laid out the full plan, established Server-Host (Windows Server 2025) as the firm's canonical future, confirmed Zazz was fired and their docs are context only
  • Mac File Cleanup — Desktop, Documents, Downloads cleanup pass on Sam's machine, organizing and deduplicating personal working copies before they could re-pollute the shared locations
  • Codex - Server01 Closed Cases Migration Status (April 11) — delegation of the closed-cases migration to Codex (the coding agent), running as a long-lived task

The Litify Referral Partner System cleanup happened in the same week but operates on Litify/Salesforce records, not files. Same pattern though: identify duplicates, merge, verify, correct.

Sources

See also