PRINCE2 Control Registers
Part of Workstream: evidence recovery. PRINCE2 Control Registers (originally wiki page 1003) was copied unchanged on 19 October 2026; this site stands alone, so evidence references are given as plain IDs (e.g. EV-0249). All PRINCE2 pages →
Page ID: 1003 · Title: PRINCE2 Control Registers · Evidence status: Not yet labelled — see the Editing Protocol · Version: 1.2.0 · Editing Protocol
About this page type → Read the Docs#prince2-registers
Control Registers — 19 Oct update — current baseline, 19 Oct 2026
Current baseline, 19 Oct 2026 (PM File v0.1). Where earlier sections on this page differ, this one governs; they are kept as history.
Risk Register — new and updated
P / I = probability / impact (H/M/L), PM assessment. Earlier rows R-001–R-016 below stay live unless updated here.
| ID | Risk (cause → event → effect) | Owner | P / I | Response (mitigation) | Status |
|---|---|---|---|---|---|
| R-007 (upd.) | HMLR copies (Form 1C etc.) not held before the ICR complaint is drafted → remedy route assessed without its key document | Sion | M / H | SAR first (due 28 Oct); OC2 (£11 each) only for what HMLR refuses, with Sion’s approval (CH-012, CH-013); Exception Report if not held by 6 Nov | OPEN |
| R-008 (upd.) | Limitation: time since 1955, 1983 and 1987 → no evidence meets the Takhar fraud test or s.32 concealment → claims time-barred | Sion | H / H | Target evidence at the two tests (rubric); record the discovery date of each find; act promptly on finds; legal triage before any court step | OPEN |
| R-017 | Overlapping requests to one body → refusal as repeated (s.14(2)) or vexatious (s.14(1)), e.g. Cadw ATISN 27589, 19 Oct → route closed; ICO only | Tab (send); Sion | H / M | Duplicate check before every send; state what is new; one email per body; use review/ICO instead of re-asking; wait for pending replies (26-0009, due 6 Nov) | OPEN |
| R-018 | Records destroyed under past retention schedules (WG ATISN 26-0010: “would have been destroyed”) → evidence unobtainable | Sion | H / H | Ask for the schedule, date and authority (internal review by 14 Dec); disposal records (26-0009); other custodians (TNA OSP 7, Places of Deposit, Glamorgan Archives); close as “Destroyed” with basis | OPEN |
| R-019 | Emails to named bodies and people → wording read as an accusation of fact, a threat or an admission → defamation or harassment complaint; credibility loss | Tab (send); Sion | M / H | Pre-send liability check of every draft; “our case, not a finding”; facts with sources only; no threats; no admissions; letters before action only after legal advice | OPEN |
| R-020 | Personal data on public sites (third parties, SAR replies, addresses) → privacy breach → ICO complaint; takedown; harm | Tab | M / H | No contact details on public pages; SAR replies kept private; redact addresses in public PDFs; officials named only as printed in their letters | OPEN |
| R-021 | Connector rate limits and failures (Google 429s, HubSpot 502s, Gmail attachment download, WordPress token) → write half-done or repeated → duplicate send, missed slot, false “done” | Tab | H / M | Back off 30–60 s; read back every write; check Sent before any retry; alternative routes; log in the Daily Log; R-010 for the WordPress connection | OPEN |
| R-022 | Evidence describes the family’s occupation as a tenancy (1904 press: tenancy from 1855, EV-0227; 1916 yearly tenancy; 1939 grazing let EV-0023) → court treats occupation as permissive → case weakened | Sion | H / H | Publish cuts-against on every EV page; test with primary records (1877 counterpart, 1905 conveyance, 1941 farm survey); never overstate; Business Case reviewed at G0 | OPEN |
| R-023 | Spending before free routes are answered, or beyond tolerance → wasted money; tolerance breach | Sion | L / M | Free admin first (CH-012); OC2 only for refusals; every spend approved by Sion; spend £0 to date | OPEN — controlled |
| R-024 | Draft addressed to a dead or wrong door, or already sent → no reply; duplicate; embarrassment | Tab (send) | M / M | To = address the body last replied from, checked on its own site; check Sent before scheduling (3 Vale drafts found already sent) | OPEN |
| R-025 | Six surfaces (wiki, four sites, Gmail, HubSpot) drift apart → contradictions in the public record | Tab | M / M | Wiki is master; debrief flywheel syncs; Cloudflare deploy confirmed per commit; one Change Log | OPEN |
| R-015 (upd.) | Held Gmail drafts lost before preservation | Tab | L / M | 58 drafts backed up to JSON 19 Oct 19:18 UTC before edits; supersede by subject prefix, never delete | REDUCED |
Issue Register — new
| ID | Type | Issue | Action | Owner | Status |
|---|---|---|---|---|---|
| I-025 | Problem | Cadw ATISN 27589 refused under s.14(2) as a repeat of 27021 (19 Oct); ICO route only offered | No new request; point 3 is live as 26-0009 (due 6 Nov); reserve review; combined WG reply 21 Oct | Sion; Tab | OPEN |
| I-026 | Problem | WG ATISN 26-0010: no files found; routine records “would have been destroyed” (19 Oct) | Internal review by 14 Dec: schedules held, what was searched, authority for disposal | Sion; Tab | OPEN |
| I-027 | Off-spec | WG omnibus draft addressed to foi@gov.wales (never replied), wrong dates; Senedd draft wrong refs (Committee declined 22 Sep) | Superseded by one WG reply to Freedom.ofinformation@gov.wales; Senedd on HOLD | Tab | IN HAND |
| I-028 | Off-spec | 3 Vale drafts were already sent 18 Oct 23:32 | Removed from schedule | Tab | CLOSED 19 Oct |
| I-029 | Problem | Gmail attachment download failed for the two 19 Oct PDFs | Recovered via the attachment-link route; both read | Tab | CLOSED 19 Oct |
| I-030 | Problem | Email archive cannot show attachment buttons without a Worker redeploy | One redeploy authorised (CH-017); PDF links in text meanwhile | Tab | IN HAND |
| I-031 | Off-spec | Other-AI (GPT-6) Clerk note used a banned phrase and a cc | Not adopted | Tab | CLOSED 19 Oct |
| I-011 (upd.) | Problem | Clerk’s reply on the 22 Oct format due 17:00 20 Oct | Reminder 17:05 20 Oct | Sion | OPEN |
Quality Register — rules and checks
| ID | Product / rule | Method | Reviewer | Result 19 Oct |
|---|---|---|---|---|
| Q-008 | Evidence-first: each claim cites an EV page or is PENDING / HYPOTHESIS / SOURCE PENDING; snippet-only marked; cuts-against on every EV page | Check on write | Tab; Sion | Applied to EV-0224–0243 |
| Q-009 | Live verification: every page, commit and PDF re-fetched after saving (PDF 200 application/pdf; deploy of the commit confirmed) | Read-back | Tab | Applied: EV-0239–0243, dartboard, wayback |
| Q-010 | Banned phrases (three, per Sion’s rule; not reproduced here) | Text scan before each save/send | Tab | Fixed in 6 drafts; one quoted occurrence on 2939 left verbatim |
| Q-011 | Pre-send check of each email (PD-07) | Checklist per draft | Tab (send flywheel) | 24 READY; 26 held |
| Q-012 | Other AIs’ outputs are leads only | Check against the original | Tab | GPT-6 share checked against Gmail; several points adopted, others rejected (send-readiness list) |
| Q-013 | Names: “Mary (Nancy) Williams”; no accusation as fact | Text scan | Tab | Site-wide rename 19 Oct |
| Q-014 | PM File v0.1 and this PRINCE2 update | Executive review | Sion | Awaiting review |
Daily Log — 19 Oct 2026 (BST)
| Time | Entry | Type |
|---|---|---|
| 10:25 | WG ATISN 26-0010 reply received (not held) | Event |
| 14:26 | Cadw ATISN 27589 reply received (refused, s.14(2)) | Event |
| 20:13–20:26 | Sion: Tab decides sends; final check; inbox check; read attachments first | Instruction |
| 21:13 | Send plan: 24 READY, 26 NOT YET; weekday 09:20 schedule; 24 HubSpot send tasks | Plan |
| 21:24 | Both 19 Oct PDFs retrieved and read | Event |
| 21:34 | Research cycle 14: no alert; 8 leads | Event |
| 21:41 | EV-0239–0243 catalogued; bpvsbuckler 8279dfc | Event |
| 21:47 | WG combined reply drafting; old WG/Cadw/Senedd drafts superseded or held | Action |
| 21:58 | Dartboard 07074fc and wayback eff2632 live with both letters | Event |
| 21:59 | Sion: debrief SOP; PRINCE2 update; PM File | Instruction |
Lessons Log — new
| ID | Lesson | Action | Status |
|---|---|---|---|
| L-012 | Drafts were addressed to doors that never answer (foi@gov.wales; a press office; a legacy address) | Use the address the body last replied from; verify on its site | APPLIED |
| L-013 | A search snippet is not a read source (a 1958 line broke off at “have walked…”) | Mark SNIPPET ONLY; quote only readable text | APPLIED |
| L-014 | Drafts already sent were still scheduled | Check Sent before scheduling | APPLIED |
| L-015 | A body’s new letter changes every draft to it | Read the reply and attachments before any send to that body | APPLIED |
| L-016 | Re-asking for what was answered gets a s.14(2) refusal | Duplicate check; review instead of a new request | APPLIED |
| L-017 | A failing connector is not a dead end | Try another route; record what each returned | APPLIED |
Decision Log — new
| ID | Date (BST) | Decision | Authority |
|---|---|---|---|
| D-005 | 18 Oct 23:40 | Free admin first; no spend or archive visits until free routes answered | Sion |
| D-006 | 19 Oct 00:46 | One email per body; no cc/bcc | Sion |
| D-007 | 19 Oct 00:48 | HMLR: SAR (with EIR) before OC2 | Sion |
| D-008 | 19 Oct 20:13 | Tab decides what to send and when, after final checks | Sion |
| D-009 | 19 Oct 21:59 | Debrief flywheel; Cloudflare redeploys authorised for it | Sion |
| D-010 | 19 Oct 21:47 | One combined WG reply; old WG/Cadw drafts superseded, Senedd held | Tab (PM, within tolerance) |
Risk Register
P/I = PM assessment (H/M/L)
| ID | Cause → event → effect | Owner | P / I | Proximity | Response | Status |
|---|---|---|---|---|---|---|
| R-001 | Cause: historic and administrative records dispersed or destroyed. Event: a record is lost before it is requested. Effect: permanent loss of recoverable evidence. | PM | M / H | Now | Reduce: preservation requests; Companies House capture; archive searches; digital backup; vulnerable sources first. | OPEN |
| R-002 | Cause: ICR route is time-limited — window control 18 Nov; outer date about 25 Nov (1543); target 13 Nov. Event: full complaint (ICR/090/26) not filed in time. Effect: loss of the HMLR review route. | Sion | M / H | 13–25 Nov | Reduce: file by 13 Nov; confirm the start-date basis with the ICR in writing (I-010). | OPEN |
| R-003 | Cause: woodland private-sale offer, £30,000 option plus purchaser costs (1000, P2-T-03); possible open-market sale early 2027. Event: disposal before title work ends. Effect: change of possession/availability. | Executive | TBC / H | Now | Reduce: controlled decision; legal advice before any irreversible step. Decision record due 16 Oct: outcome TBC — Sion to confirm. | OPEN |
| R-004 | Cause: reviews, complaints and disclosures depend on other bodies. Event: late or partial replies. Effect: schedule slip; incomplete evidence picture. | PM | H / M | Current | Reduce: chase dates and statutory dates per 1543. | OPEN |
| R-005 | Cause: interpretation outruns the document, including other AIs’ outputs (18 Oct: Gemini PDF errors; Tab’s own 1939 wording, I-008). Event: inference published as fact. Effect: credibility of the record reduced. | Project Assurance (TBC — Sion to confirm) | M / H | Current | Reduce: EV citation rule; fact-check every line against an opened source; Read the Docs instead of explanation. | OPEN |
| R-006 | Cause: extent of the 1938 WGR acquisition and the 1969 deed unverified; 1969 deed not on the HMLR schedule disclosed 30 Jul 2026. Event: WA240304 registered extent differs from the title the upstream conveyances support. Effect: first-registration question unresolved. | PM / Project Assurance | TBC / H | Before title/remedy gate | Reduce: AC-006 plan-by-plan chain 1877→WA240304; obtain 1938 and 1969 deeds and plans. A missing file item is not proof of concealment. | OPEN — immediate |
| R-007 | Cause: HMLR copy turnaround or availability. Event: Form 1C [PENDING: EV-0063] not received before the complaint is drafted. Effect: remedy route assessed without its key document. | Sion | M / H | Before 13 Nov | Reduce: order OC2 now (£11). Exception if not received by 6 Nov. | OPEN |
| R-008 | Cause: time elapsed since 1955, 1983 and 1987. Event: no evidence meets the fraud (Takhar) or concealment (Canada Square) thresholds in the Brief. Effect: claims time-barred; no court remedy. | Executive | H / H | At G0 | Accept and monitor: research flywheel every 6 h; legal advice before any court step (DEP-03). | OPEN |
| R-009 | Cause: several agents edit the wiki at once (18 Oct 16:47–17:08 footer sweep). Event: one agent overwrites another. Effect: lost edits; contradictory rules. | PM | H / M | Current | Reduce: 10-minute collision guard; one site-wide sweep at a time; decide I-006. | OPEN |
| R-010 | Cause: WordPress shows the editing connection as a 30-day free-site grace period (Tab to Sion, 18 Oct 16:53). Event: connection lapses. Effect: agents cannot maintain the wiki. | Sion | M / M | About mid-Nov (ESTIMATE: 30 days from 18 Oct) | Reduce: decide plan upgrade (CH-011). | OPEN |
| R-011 | Cause: Sion is outside the UK (Glamorgan Archives priced ex-VAT for an enquirer in Patagonia, 2922). Event: searchroom-only records cannot be seen. Effect: delay to DB/E/1, VG41 and similar items. | Sion | M / M | Current | Reduce: paid copying (DB/E/1–2: £17) or a UK proxy (TBC — Sion to confirm). | OPEN |
| R-012 | Cause: two earlier plans of the farm exist (DMAT/279; DXJF/61/12). Event: Sion’s map is not DB/E/1 plan 19 (1824). Effect: wrong date, tenants or field names attributed. | Tab (research) | M / M | Before estate pages publish | Reduce: Sion to say where the map was photographed; obtain the DB/E/1 reference table. | OPEN |
| R-013 | Cause: damages inputs outstanding (I-015 to I-019). Event: damages quantification incomplete. Effect: figures on 5298 stay indicative or unquantified. | Sion | H / M | Before Business Case update (T24, 7 Dec) | Reduce: supply inputs (DMG-IN). | OPEN |
| R-014 | Cause: HubSpot execution records are not yet reconciled to the current programme hierarchy; 72 open tasks have no priority and only 27 tasks are directly linked to tickets. Event: evidence work is duplicated or misrouted and deadlines are obscured. Effect: a preservation-critical artifact or statutory step is missed and the audit trail becomes unreliable. | PM / Project Support | H / H | Now | Reduce: daily task/ticket/WP/project reconciliation; assign priority and next action; run a deterministic reply → preserve → catalogue → link → deadline → review cycle. No automatic merge or deletion. | OPEN |
| R-016 | Cause: other farms share the names (Llandough Farm of the Rees family, the Great House at Llandough-juxta-Cowbridge, Ynysawdre near Bridgend) and the 1881 census uses the one-off label “Llandough Home Farm”. Event: evidence about another farm is catalogued as ours, or ours is missed under another name. Effect: wrong-farm evidence weakens the record. | PM | M / H | Current | Reduce: identify by household and parcel, not name alone; disambiguation pages EV-0224, EV-0228; out-of-scope items go to the Kissed Frogs register. | OPEN |
Issue Register
Types: request for change, off-specification, problem/concern. Change requests: Change Control.
| ID | Type | Description | Evidence | Owner | Status |
|---|---|---|---|---|---|
| I-001 | Problem/concern | HMLR support statement that the title was “closed in 2005” conflicts with the registration chronology. | — | PM; Executive if baseline changes | OPEN |
| I-002 | Problem/concern | Woodland private-sale offer: time-sensitive preservation/title decision (R-003). | — | Executive | OPEN — outcome TBC — Sion to confirm |
| I-003 | Problem/concern | National Archives disclosure CAS-347296-M0V4Y1 needs reconciliation with the Evidence Register. | — | PM | OPEN |
| I-004 | Problem/concern | Alleged first-registration mistake: whether the 23 Feb 1983 WA240304 application established title to every part of the farmhouse-and-garden parcel. Ask HMLR what was submitted and examined, the extent, the basis for absolute title and the occupier enquiries. | [PENDING: EV-0066] [PENDING: EV-0063] | PM; Executive if remedy strategy changes | OPEN |
| I-005 | Problem/concern | Reconcile NLW item 507738 (“Eviction News Material”, 30 Nov 1988), the YouTube copy (recorded as published 25 Jul 2025), the reported “December 2025” publication and the 5 Dec 1988 “Wales at Six” report. Unknown fields stay unknown. | — | PM / Project Assurance | OPEN |
| I-006 | Request for change | Footer policy: a footer table on every page, or one central Master Change Log. The Editing Protocol currently contradicts itself. Raised 18 Oct 17:04 BST. → CH-009. | — | Sion (Executive) | OPEN — decision pending |
| I-007 | Problem/concern | Project Manager role: Tab (for Sion) vs the ROLE-PM agent seat on 1086. | — | Sion | OPEN |
| I-008 | Off-specification | 1939 wording on 1698/2612 went beyond the document. Corrected 18 Oct 17:14 BST to visible facts only: plan shows Parcel B only, highlighted. | [EV-0023] | Tab | CLOSED 18 Oct |
| I-009 | Off-specification | 1097 gives tithe 211 = Parcel A woodland and 193 = Parcel B; the tithe original read in estate run E1 gives 211 orchard, 219 wood, 193 a Llandough Farm pasture. | — | Sion (compare family 1841 map) | OPEN |
| I-010 | Problem/concern | ICR date basis: target 13 Nov; window control 18 Nov; outer about 25 Nov (1543). | — | Sion | OPEN |
| I-011 | Problem/concern | 22 Oct meeting format: Sion objects to remote-only and asked the Clerk to reply by 17:00 Tue 20 Oct (draft of 16 Oct; sent: TBC — Sion to confirm). 2945 says the public may attend “in person or remotely on Zoom”. | [EV-0157] | Sion | OPEN — await reply |
| I-012 | Off-specification | GHF-E140 gave judgment as 10 Jul 1986; hearing 10 Jul, judgment 24 Jul 1986. Corrected 18 Oct. | [PENDING: EV-0074] [PENDING: EV-0075] | Tab | CLOSED 18 Oct |
| I-013 | Off-specification | “Mrs. Mary Doreen Buckler” attributed to Western Mail 20 Nov 1958; the full name is in the 7 May 1958 report, p.7. Corrected 18 Oct. | — | Tab | CLOSED 18 Oct |
| I-014 | Problem/concern | Llandough CC s.12 refusal (11 Oct): 224 sets × (20 + 10 min) = 112 h, but the letter states “over 2240 minutes” = 37 h (2717). Options: narrow to 2002–2006, or internal review. | [PENDING: EV-0193] | Sion | OPEN |
| I-015 | Question / request for information | Damages input: Hours per week and the periods worked (litigant-in-person time, head 8). Needed to firm figures on 5298 (DMG-IN). Gmail time proxy, 18 Oct 2026: 488 case emails sent 2016–2026, ≈200–203 h composing time — ESTIMATE, a floor, not a timesheet. | — | Sion | OPEN |
| I-016 | Question / request for information | Damages input: Medical evidence (William and others); personal injury unquantified without it (head 5). Needed to firm figures on 5298 (DMG-IN). | — | Sion | OPEN |
| I-017 | Question / request for information | Damages input: Livestock, business, contents and rehousing losses (head 6). Needed to firm figures on 5298 (DMG-IN). | — | Sion | OPEN |
| I-018 | Question / request for information | Damages input: Living claimants, and which estates have a grant of probate. Needed to firm figures on 5298 (DMG-IN). Open question, no resolution claimed: William Buckler’s date of death is recorded three ways — 15 May 1992 at Llandough Hospital (Sion’s note to South Wales Police, acknowledged 16 Oct 2026), 1990 (Aug 2026 police and NHS records requests) and 1991 (an earlier family quote). A death certificate or grant would settle it. | — | Sion | OPEN |
| I-019 | Question / request for information | Damages input: Areas of Parcel A’s three parts: house, wood, green (head 1). Needed to firm figures on 5298 (DMG-IN). | — | Sion | OPEN |
| I-020 | Problem/concern | 19 Oct live CRM audit: 305 tasks, 70 tickets and only 27 tasks directly associated with tickets; 22 task records mirror drafts explicitly marked DON’T SEND. Ten are quarantined; twelve remain to triage. The 5 Oct count is historical, not current. | Live HubSpot audit, 19 Oct 2026; task/ticket association queries | PM / Project Support | OPEN |
| I-021 | Off-specification | The 1878 Thomas Williams agreement had been treated as Great House Farm (source of “once, in 1878”); it concerns Ynysawdre near Bridgend. EV-0213 was mis-cited for it (EV-0213 is a Roath lease). Corrected 19 Oct. | EV-0234 (excluded); Kissed Frogs | PM | CLOSED |
| I-022 | Problem/concern | Water cut-off date conflict (SC-48): the Western Mail of 20 Nov 1958 (snippet only) reports Mrs Buckler’s claim of “nearly 10 years” by order of Western Ground Rents (c.1948–58); other material, including Branwen Buckler’s voice testimony, places it around 1988. | EV-0037; SC-48; testimony | Sion (any 1948–58 papers; the farm’s water source) | OPEN |
| I-023 | Problem/concern | Marriage year conflict (SC-49): per Sion Buckler 1935; Western Mail, 5 Aug 1936 (snippet only) reports the wedding of Fred Buckler and Mary Doreen (Nancy) Williams. A marriage certificate would settle it. | EV-0230; SC-49 | Sion | OPEN |
| I-024 | Question / request for information | 1881 census folio and enumeration district SOURCE PENDING; pages 1 and 3 of RG11/5288 not yet seen; the 1871/1891 census comparison needs a FamilySearch or Findmypast login. | EV-0224 | Sion | OPEN |
AC-006 (action under R-006 / I-004)
Build a plan-by-plan chain 1877 → WA240304; mark each item produced, recited-only, schedule-listed, missing or not examined. Then send HMLR the document-and-extent questions. Owner PM. OPEN — before title/remedy gate.
Quality Register
| ID | Product | Quality method | Reviewer / approver | Planned | Actual | Result |
|---|---|---|---|---|---|---|
| Q-001 | Evidence Register (210 EV pages) | Inventory, de-duplication; per item Proves / Does-not-prove | Tab; review TBC — Sion to confirm | 18 Oct | 18 Oct | Pass with limits: 164 items taken from catalogue pages, not scans; 3 scans unidentified; 14 provisional |
| Q-002 | Claim audit, 30 main pages (445 claims) | Claim-to-EV match | Tab | 18 Oct | 18 Oct | 168 held / 181 pending / 96 hypothesis; each match to be checked before citation |
| Q-003 | [EV-0023] 1939 agreement page | Line-by-line check against the photo | Tab; Sion | 18 Oct | 18 Oct | Pass after I-008 |
| Q-004 | Estate parcel table (45 rows), estate run E1 | Primary source per cell | Tab | 18 Oct | 18 Oct | Zone level only; no field-level row from a primary source. Not published |
| Q-005 | This PRINCE2 set | Composition vs PRINCE2 7; source check | Sion (Executive) | 18 Oct | — | Awaiting review |
| Q-006 | ICR full complaint (ICR/090/26) | EV citation check; legal review TBC — Sion to confirm | Sion | 13 Nov | — | Not started |
| Q-007 | HubSpot baseline & cross-links | Reconcile task totals/status definitions, due flags, direct ticket links and priority coverage; sample-check each hold and deadline. | Executive / Sion | 20 Oct 2026 | 19 Oct 2026 | Partial — audit baseline established; 10 held drafts quarantined; remaining 12, company pairs and task-to-ticket links still require review. |
Quality criteria by product class
| Product class | Criterion | Method | Approver |
|---|---|---|---|
| Evidence item | Unique ID, provenance, date/source, preservation state, truth label | Source reconciliation; catalogue check | Project Assurance |
| Historical proposition | Documented fact, family evidence and inference kept distinct | Primary-source test; citation audit | Project Assurance |
| External response record | Request, response, scope, limits and residual action linked | Correspondence reconciliation | PM |
| Planning reconstruction | Every file item and appendix accounted for, or absence explained | Document-by-document checklist | Project Assurance |
| Title reconstruction | Each parcel and conveyance tied to a primary document; conflicts stated | Title-chain review; parcel-map cross-check | Senior Supplier / counsel when instructed |
| Museum reconstruction | Every element traceable to evidence, with confidence/status | Source-tagged review | P4 Senior User / assurance |
Daily Log
| Date (BST) | Entry | Type | Owner / ref |
|---|---|---|---|
| 16 Oct 07:42 | Sion commissions continuous research (flywheel). | Event | Tab |
| 16 Oct | Mandate and Brief issued (874, 875). | Event | — |
| 16 Oct 11:56 | Draft email to the Clerk objecting to a remote-only 22 Oct meeting; reply asked by 17:00 Tue 20 Oct. Sion sends himself. | Action | Sion — sent? TBC — Sion to confirm |
| 18 Oct 15:15 | Sion: keep the flywheel running; update every 6 h. | Instruction | Tab |
| 18 Oct 15:55 | Sion: footer table on every page. | Instruction | Superseded? see I-006 |
| 18 Oct 16:41 | Sion: widen research to the whole Cedwyn Estate (~40 parcels). | Instruction | CH-004 |
| 18 Oct 16:47 | Sion: evidence-first architecture. | Instruction | CH-005 |
| 18 Oct 16:58 | Sion: terse pages; Read the Docs anchors; no meta prose. | Instruction | CH-006 |
| 18 Oct 17:04 | Footer conflict with Sion’s own agent raised. | Issue | I-006 |
| 18 Oct 17:31 | Evidence Register live: 210 EV pages (105 held, 105 pending). | Event | — |
| 18 Oct 19:02 | Sion: rebuild the PRINCE2 layer. | Instruction | CH-008 |
| 19 Oct 2026 | HubSpot live audit: 305 tasks; 111 open tasks flagged overdue; 72 open tasks with priority NONE; 70 tickets, no records in Closed stage; 27 direct task-to-ticket associations. Ten of 22 DON’T SEND tasks quarantined to WAITING/LOW, review 26 Oct. Original bodies retained. | Audit / exception | PM; live HubSpot record queries |
| 19 Oct 15:40 | Sion’s photo of the 1881 census (RG11/5288 p.2, “Llandough Home Farm”, John Williams) catalogued; per Sion Buckler this is Great House Farm. | Event | EV-0224 |
| 19 Oct 16:04 | Sion: every find catalogued; bpvsbuckler updated. EV-0225–0233 created (directories 1868–1901, 1892 and 1904 press, Rees/Llandough Farm, 1959, 1936, Gazette notices, 1983 Act, DBDT129/3); bpvsbuckler commits 45c07e6, e2f855e, c96c61f. | Instruction / event | Evidence Register |
| 19 Oct 16:54 | Sion: wiki completeness and the Kissed Frogs register. EV-0234–0238; SC-48, SC-49; Branwen Buckler’s voice testimony added (attributed). | Instruction / event | I-021, I-022, I-023 |
| 19 Oct 17:47 | Sion: sync every BucklerFamily.Estate site with all we know (dartboard, 22 Oct briefing, WebApp, email archive, HubSpot, PRINCE2). | Instruction | Tab |
Lessons Log
| ID | Lesson | Action | Applies to | Status |
|---|---|---|---|---|
| L-001 | An acknowledgement or administrative closure is not evidential closure. | Acceptance test before completion | All P1/P2-C work | APPLIED |
| L-002 | Reviews stay separate from the underlying request. | One case trail per review | WP-01 / WP-12 | APPLIED |
| L-003 | External responses can conflict with earlier chronology. | Contradiction becomes an issue | P2-T / HMLR | APPLIED |
| L-004 | Museum work must not wait for legal/FOI completion. | P4 staged independently | P4 | APPLIED |
| L-005 | Public reporting must preserve uncertainty. | Status labels and source links | All outputs | APPLIED |
| L-006 | Other AIs’ outputs contain errors (18 Oct Gemini PDF). | Leads only until checked against the original | All research | APPLIED |
| L-007 | Changing the update cadence silently broke trust (18 Oct). | Cadence changes only with Sion’s agreement | Comms | APPLIED |
| L-008 | Agent wording went beyond the 1939 document (I-008). | Write only what the document shows | All pages | APPLIED |
| L-009 | Two agents sweeping the wiki at once caused a tug-of-war. | One sweep at a time; collision guard | All agents | OPEN — needs I-006 |
| L-010 | A matching name is not a matching farm (Ynysawdre 1878; Cowbridge Great House; Llandough Farm). | Confirm place, parish and household before cataloguing; out-of-scope finds go to Kissed Frogs | All research | APPLIED |
| L-011 | A record can label the farm differently (1881 “Home Farm”). | Corroborate by household across directories and press before linking (EV-0225) | All research | APPLIED |
Decision Log
| ID | Date | Decision | Authority |
|---|---|---|---|
| D-001 | Sep/Oct 2026 | October remains S0; not a new case | Executive / PM |
| D-002 | 1 Oct 2026 | HubSpot is the private execution ledger | PM |
| D-003 | 1 Oct 2026 | Wiki is the public programme/evidence index | PM / Senior User |
| D-004 | 1 Oct 2026 | Fraud/conduct stream parked absent qualifying evidence | Executive / P2-F |
HubSpot reconciliation — 19 October 2026. The 5 October snapshot (94 task records; 12 cancelled, 2 samples, 80 live; CH-003) is retained as history but superseded for operations. The live baseline is 305 tasks (201 NOT_STARTED, 48 WAITING, 21 IN_PROGRESS, 35 COMPLETED); 111 open tasks are flagged overdue, 146 carry the past-date flag, and 72 open tasks have priority NONE. The two due-date flags have different definitions and must not be conflated. There are 70 tickets and 27 direct task-to-ticket associations; no ticket is currently in the Closed stage. Of 22 task records mirroring drafts explicitly labelled DON’T SEND, 10 were quarantined on 19 Oct as WAITING / LOW for review on 26 Oct; 12 remain to triage. Do not merge, delete, send, or mark complete merely to improve counts.
Operational control addendum — 19 October 2026
Live CRM baseline: 305 tasks (201 NOT_STARTED, 48 WAITING, 21 IN_PROGRESS, 35 COMPLETED). HubSpot flags 111 open tasks as overdue; 146 have the past-date flag, which uses a different definition and must not be conflated with overdue work. 72 open tasks have priority NONE. Of 70 tickets, none is in the Closed stage; only 27 tasks are directly associated with tickets.
| Control ID | Risk / issue / quality control | Response and acceptance test | Status |
|---|---|---|---|
| R-014 | Task ledger not fully aligned to programme hierarchy; open items lack priority and direct ticket links. Risk: preservation-critical work or deadlines become obscured. | Reconcile each actionable task to its authoritative case ticket, work-package and project; assign owner, priority, next action and justified date. No automatic merge/deletion. Review deadline exceptions daily. | OPEN |
| I-020 | 22 HubSpot task records mirror drafts whose subjects explicitly say DON’T SEND. Ten were quarantined on 19 Oct; 12 remain to triage. Company records also contain eight duplicate-domain pairs, requiring association review before any merge. | Quarantine remaining held drafts; reconcile company/contact relationships; retain all message bodies and source identifiers; never send or delete as a cleanup shortcut. | OPEN |
| Q-007 | Live task/status/association baseline established on 19 Oct; the 5 Oct total is a historical snapshot, not the present execution baseline. | Acceptance requires a repeatable reconciliation report, distinct overdue-vs-past-date definitions, full direct task-to-ticket links where appropriate, and human review of possible duplicate organisations. | PARTIAL |
Next control cycle: capture each inbound item before interpretation; preserve the original and provenance; update the Evidence Library/wiki index; update the case ticket and its work-package/project links; calculate the next deadline from the recorded trigger; set owner, priority and next action; verify artifact or search-result acceptance; escalate same day if a statutory clock or possible loss is at risk. Acknowledgement alone is not completion.
Source: live HubSpot CRM record and association queries, 19 October 2026. Historical register rows are not deleted.
R-015 — Preserve Gmail draft artifacts before any deletion
Cause: a HubSpot task (529330607290) calls for deletion of 57 Gmail drafts labelled DON’T SEND, while the connected Gmail tool is unavailable in this session and the individual drafts have not been inventoried here. Event: a source draft, recipient list, message ID, embedded research or provenance disappears before it has been preserved. Effect: permanent loss of an artifact or audit context.
Control: hold the deletion action. Do not delete drafts solely to clean up counts. First export or capture each draft’s full body, recipients, subject, message ID, last-modified metadata and reason for hold; reconcile it to the HubSpot task and any source artifact; record a preservation location/checksum where available. Only then may Sion review deletion of individually classified superseded drafts.
Owner: Sion / Project Support. Status: OPEN — preserve before deletion. Source: HubSpot task 529330607290; live CRM audit, 19 October 2026.
Page version & change log
Current version: 1.2.0
| Version | Date (UTC) | Editor (human or agent name) | Change | Source / evidence |
|---|---|---|---|---|
| 1.0.0 | 2026-10-18T15:20Z | Tab (for Sion Buckler) | Footer standardised; no content change | Editing Protocol, 18 Oct 2026 |
| 1.1.0 | 2026-10-19 | GPT-6 | Added live HubSpot baseline and operational controls R-014/I-020/Q-007; historical count retained | Live HubSpot audit, 19 Oct 2026; user-authorised maintenance |
| 1.1.1 | 2026-10-19 | GPT-6 | Added R-015: preserve and inventory all 57 held Gmail drafts before any deletion; no source drafts deleted | HubSpot task 529330607290 and live audit, 19 Oct 2026 |
| 1.2.0 | 2026-10-19T21:10Z | Tab (for Sion Buckler) | Added current baseline section (19 Oct 2026): Risks R-017–R-025 (+R-008, R-015 updated); issues I-025–I-031; Q-008–Q-014; Daily Log 19 Oct; L-012–L-017; D-005–D-010; earlier content kept | Sion Buckler, 21:59 BST 19 Oct 2026 (PRINCE2 update and PM File); sources: send-readiness list, 19 Oct WG letters, research cycle 14, task ledger |
Agents and editors: follow the Editing Protocol.