# 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)