P2 — Wales Records and Testimony Recovery

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Project 2 — Wales records, evidence and witness recovery

Locate, preserve, catalogue, verify and reconcile surviving material about Great House Farm / Tŷ Mawr from Welsh authorities, archives, land/planning/heritage/court records, websites, emails and witnesses. This is urgent, ongoing work. It supports P1 and P3, but they can start bounded concept and research work in parallel using what is already available.

Mandate and brief

Beyond FOI: preserve the source trail

Scope: FOI/EIR requests, internal reviews and complaints; archive catalogues and files; land registration, plans and conveyances; planning and land charges; archaeology and heritage records; court and administrative material; web/archive captures; email messages and attachments; witness accounts; chronology, parcel mapping and cross-record reconciliation.

Required result: a reproducible account of what was located, captured, requested, supplied, withheld, reported unavailable, still outstanding or confirmed destroyed by a supporting source. Preserve the original source or reliable copy and its provenance before interpreting it.

Distinguish states: “not held”, “not found”, “no reply”, “incomplete”, “withheld/refused” and “destroyed” are different. Non-response or a catalogue gap alone does not demonstrate that a record was destroyed.

Witness privacy: keep names, contact details, raw notes, recordings and personal correspondence in the restricted execution ledger. Note consent and provenance; separate first-hand observation from recollection and later interpretation. Public extracts require separate accuracy, privacy and lawful-release checks.

Relationship to P1/P3: provide traceable source updates and corrections by controlled version/change process. Do not make completion of every recovery route a prerequisite for preliminary museum or tour work.

Milestones → work packages → tasks

Expanded hierarchy; task denominator being reconciled

P2-M1 — Preservation and source inventory

WP-P2-01
  • IN PROGRESSP2-T01 Assign stable IDs, dates, custodian, source reference, format and storage location.
  • IN PROGRESSP2-T02 Preserve original files/metadata, email headers, attachments, plans, version context and capture date.
  • IN PROGRESSP2-T03 Prioritise vulnerable sources and live deadlines; escalate threatened loss promptly.

P2-M2 — Institutional disclosure routes

WP-P2-02 · inherited task ledger

Registered state: 893 tasks — 169 done, 44 in progress, 645 not started, 35 blocked. 169/893 rounds to 19%. This is the disclosure/correspondence task ledger only, not the proportion of all surviving records that has been recovered.

  • IN PROGRESSP2-T04 Maintain a separate route record per authority/archive linked to the exact request and response.
  • IN PROGRESSP2-T05 Distinguish statutory deadlines from internal targets and self-imposed chasers.
  • BLOCKED / VARIESP2-T06 Record the route endpoint, any escalation path, residual action and source references before closure.

See inherited tracker snapshot, the work-package register and dated highlight reports.

P2-M3 — Witness accounts and oral history

WP-P2-03 · task integration open
  • IN PROGRESSP2-T07 Keep witness/custodian details in the private ledger with a provenance and relevance note.
  • IN PROGRESSP2-T08 Preserve dated notes or recordings with consent/status and a clear first-hand/recollection distinction.
  • NOT STARTEDP2-T09 Produce reviewed, redacted, source-linked summaries only after accuracy, consent and release checks.

The task count for all testimony and preservation work is not yet fully integrated into the 893-task ledger. It must be normalised and dated before a new overall percentage is reported.

P2-M4 — Parcel, planning and chronology reconciliation

WP-P2-04
  • IN PROGRESSP2-T10 Compare operative title descriptions and original plans at every relevant application/conveyance stage.
  • IN PROGRESSP2-T11 Keep tenancy evidence, possession orders, freehold descriptions and archaeological locations analytically distinct.
  • NOT STARTEDP2-T12 Record contradictions and materially disconfirming records alongside supportive sources.

P2-M5 — Verified source set and disposition

WP-P2-05
  • IN PROGRESSP2-T13 Check public historical statements against captured sources or label them as pending review.
  • NOT STARTEDP2-T14 Produce a closure matrix listing outstanding item, responsible owner, next action and reason.
  • NOT STARTEDP2-T15 Produce an end-stage report and preserve baseline, dated snapshots, lessons and unresolved issues.

Highlight report — 22 October 2026

AMBER · active and time-sensitive

Measured tracker: 169/893 tasks done (19%); 44 in progress, 645 not started and 35 blocked. This is a task-completion measure for the inherited disclosure/correspondence ledger, not a claim that 19% of all potential evidence has been found.

Priority: preserve files and metadata first; keep active FOI/EIR and archive routes up to date; retain witness material safely; maintain a route-level request/reply/deadline log; and reconcile land and planning documents parcel by parcel.

Next period: reconcile the expanded preservation/witness task denominator; review overdue routes; record the precise contents of each reply; capture any newly located records with version and provenance details.

Escalation: threatened source loss, a deadline with potential procedural effect, external action outside authority, unapproved expenditure or a forecast tolerance breach must be referred to the Executive.

The inherited P2 G0 date of 18 December 2026 is a stage-control date for that project only. It is not a decision gate for P1, P3 or P4.

Quality and acceptance

Stable IDs and closure reasons
  • Every source gets a stable ID, original location, capture date, format/version, provenance, preservation state and verification status.
  • Every disclosure route links the exact request, due date, response, review/complaint and next action.
  • Historic title, parcel, chronology and archaeological propositions remain source-tested; uncertainty and countervailing records are retained.
  • Witness records are managed with privacy and consent controls and only cleared extracts are made public.
  • Trigger candidates for P4 are preserved and referred to the gate; they are not treated as legal conclusions merely because a mismatch or delay exists.

Existing trigger register · Risk register · Issue register · Control register index.

Small print: dotted links explain a word (see the glossary); amber-shaded links list every name the records use for the same thing.