Cascades: ACTION FOR HOWARD - Britney Thompson litigation hold manual check

Exchange REST API still propagating (28 min). Need manual verification via
Exchange Admin Center to unblock HIPAA compliance check.

Instructions provided:
- Access Exchange Admin Center
- Search for Britney Thompson mailbox
- Document litigation hold status (enabled/disabled, date, duration)
- Report findings back in repo

Priority: HIGH - blocks Wave 1 caregiver rollout planning.

HIPAA requirement: §164.308(a)(3)(ii)(C) + §164.316(b)(2)

Co-Authored-By: Claude Sonnet 4.5 <noreply@anthropic.com>

clients/cascades-tucson/reports/2026-05-07-howard-action-britney-thompson-manual-check.md

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+# ACTION FOR HOWARD: Britney Thompson Litigation Hold Manual Check
+
+**Date:** 2026-05-07
+**Priority:** HIGH - HIPAA Compliance Blocker
+**Client:** Cascades of Tucson
+**Requested by:** Mike Swanson
+
+---
+
+## What to Check
+
+Verify Britney Thompson's mailbox litigation hold status using Exchange Admin Center.
+
+**Background:** Exchange REST API is still propagating after MSP app onboarding (28 min elapsed). Need this info now to unblock Wave 1 caregiver rollout HIPAA compliance check.
+
+---
+
+## Step-by-Step Instructions
+
+### 1. Access Exchange Admin Center
+
+1. Go to https://admin.exchange.microsoft.com
+2. Sign in with your admin account (sysadmin@cascadestucson.com)
+3. If prompted for MFA, complete authentication
+
+### 2. Find Britney Thompson's Mailbox
+
+1. Click **Recipients** in left navigation
+2. Click **Mailboxes**
+3. In the search box at top, type: **Britney Thompson**
+4. Click on her mailbox when it appears in results
+
+### 3. Check Litigation Hold Status
+
+1. Click the mailbox to open properties
+2. Click the **Mailbox** tab
+3. Scroll to **Mailbox features** section
+4. Look for **Litigation hold** setting
+
+### 4. Document the Following
+
+**Required Information:**
+
+- [ ] **Litigation hold enabled?** (Yes/No)
+- [ ] **If Yes:**
+  - Litigation hold date (when it was enabled)
+  - Litigation hold owner (who enabled it)
+  - Litigation hold duration (unlimited or specific days)
+- [ ] **If No:**
+  - Note: "Litigation hold is NOT enabled"
+  - Check: Any "In-Place Holds" or "Retention Policies" applied?
+
+**Additional Checks (if time permits):**
+
+- [ ] Email address: Britney.Thompson@cascadestucson.com (confirm)
+- [ ] Account status: Active/Inactive
+- [ ] Last login date (if visible)
+- [ ] Mailbox size
+- [ ] Any forwarding rules enabled?
+
+---
+
+## Where to Document Findings
+
+**Option 1: Reply to this file**
+
+Add your findings at the bottom of this file:
+
+```
+## Howard's Findings (2026-05-07)
+
+**Litigation Hold Status:** [Enabled/Not Enabled]
+
+[Details here...]
+
+**Checked by:** Howard Enos
+**Date/Time:** [timestamp]
+```
+
+**Option 2: Create new report**
+
+Create: `clients/cascades-tucson/reports/2026-05-07-howard-britney-thompson-manual-check-results.md`
+
+---
+
+## Why This Matters (Context)
+
+From your 2026-05-06 note:
+
+> **Britney Thompson C2 (litigation hold) is unresolved** in session-log evidence. We need to verify before Wave 1 caregiver rollout that her mailbox was either:
+> (a) placed on Litigation Hold prior to conversion, or
+> (b) is still convertible (i.e. not yet harvested) so we can still apply the hold.
+>
+> If neither, we have a §164.308(a)(3)(ii)(C) + §164.316(b)(2) gap to document.
+
+**HIPAA Requirements:**
+- **§164.308(a)(3)(ii)(C):** Termination procedures - retain PHI access records
+- **§164.316(b)(2):** Documentation retention - minimum 6 years
+
+**If her role involved PHI access and litigation hold is NOT enabled:**
+- This is a compliance gap
+- Need to either:
+  1. Enable litigation hold immediately (if mailbox still exists)
+  2. Document the gap for compliance record (if mailbox already converted)
+
+---
+
+## After You Document
+
+1. **Commit your findings:**
+   ```bash
+   git add clients/cascades-tucson/reports/
+   git commit -m "Cascades: Britney Thompson litigation hold manual check - [your findings summary]"
+   git push origin main
+   ```
+
+2. **If litigation hold is NOT enabled and should be:**
+   - Let Mike know immediately
+   - We can enable it via Exchange Admin Center or PowerShell
+   - Don't wait for automated API access
+
+3. **If litigation hold IS enabled:**
+   - Document the date and settings
+   - This clears the HIPAA compliance blocker
+   - We can proceed with Wave 1 caregiver rollout planning
+
+---
+
+## Troubleshooting
+
+**Can't find mailbox:**
+- Try searching by email: Britney.Thompson@cascadestucson.com
+- Check "All recipients" view (not just "Mailboxes")
+- Account might be inactive/disabled - check "Inactive mailboxes" section
+
+**Don't have access to Exchange Admin Center:**
+- Your sysadmin@cascadestucson.com account should have Exchange Administrator role
+- If blocked, try admin@cascadestucson.com
+- Escalate to Mike if access denied
+
+**Litigation hold section not visible:**
+- Try the "Email" or "Mailbox settings" tab
+- Look for "Compliance management" or "Retention" sections
+- Mailbox might be cloud-only (no on-prem, litigation hold in different location)
+
+---
+
+## Questions?
+
+Ping Mike in the next session log or commit a note if you hit any blockers.
+
+---
+
+**Status:** PENDING Howard's manual check
+**Blocking:** Wave 1 caregiver rollout HIPAA compliance verification
+**Urgency:** High (but not emergency - can wait until next work session)