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

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

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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.

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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?

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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

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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)

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After You Document

1. Commit your findings:

   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

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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)

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Questions?

Ping Mike in the next session log or commit a note if you hit any blockers.

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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)