Data Operations Associate

About the Role

Initial Review & Preparation

Responsibilities

• Check mailbox size and identify heavy folders.
• Identify client-related vs. non-client emails.
• Use HerculesAI (Zero) Tool to assist in the identification
• Manual identification using the Timekeeper Report
• Determine folders linked to iManage ([Work] tagged).
• Hard Delete emails already filed in iManage

Access & Authorization

• Request mailbox access from mailbox owner.
• Coordinate with Service Desk for access.
• Seek approval for the recommended cleanup actions.

Folder Setup & Organization

• Create Cabinet folders at the Inbox and Sent Items level.
• Use standard naming in Outlook: Client – Matter Description – Matter Number
• Use standard naming in iManage: Client Matter Number – Emails – Surname, First Name – Folder name
• Create yearly folders if needed.

Filing Verification

• Verify the filing status in Outlook.
• Confirm all emails filed correctly in iManage.

Deletion Phase

• After verification, delete with Shift+Delete.

Cabinet Folder Organization

• Move older emails into yearly Cabinet folders.

Status Updates & Documentation

• Provide mailbox owner with size reduction and updates.

Final Confirmation

• Send completion email summarizing cleanup.