Records requests
Six requests that would close the remaining tests
Evidence lock: August 20, 2026
Each request names its custodian service area, the period covered, the exact records and fields needed, and the search and processing direction a requester should specify. These are drafted to be filed as written.
Records requested
- Highbury Facility rebuild; Mud Creek East Branch Phase 2; Springbank Dam decommissioning/Back to the River Stage 1; Wharncliffe Road South/Horton intersection; Fanshawe campus grant project GG1721-6; and every City capital project with current total budget ≥$10M.
- Project charter/business case; original and current approved scope, budget and schedule; all budget transfers; baseline and current forecast-at-completion; monthly/quarterly project-control reports; risk/issue/change logs; percent complete; substantial-performance and closeout records.
- Award, consultant and contractor identifiers; commitments, invoices-to-date and retainage totals; funding-source history by project.
Required fields / structure
- Stable project ID, project name, sponsor, manager, budget vintage, original/current budget, committed, actual, FAC, schedule baseline/current, percent complete, change ID/value/reason/approval, risk rating, closeout date.
Search and processing direction
- Search shared drives, project systems, ERP/financial systems, procurement systems, records-management repositories and official email accounts of the responsible project/program managers where responsive records are not in the systems of record.
- Provide a list of custodians, systems searched, date search completed and any retention/destruction schedule affecting the period.
- If a field is not held, mark it 'not held' rather than leaving it blank; if records are withheld, identify the MFIPPA exemption and number of records/pages affected.
- Please contact the requester before incurring fees above $100 and provide options to narrow by project, year or record type.
90-day follow-through
| Window | Action | Deliverable |
|---|---|---|
| Days 0–30 | File R1–R6; ask for fee estimates, index first, rolling production and machine-readable native formats. | Acknowledgements, custodians, search terms, production schedule. |
| Days 31–60 | Normalize identifiers; rebuild joins; send factual clarification questions before classifying exceptions. | Project/procurement/grant/housing master tables. |
| Days 61–90 | Publish exceptions with City responses, document versions and reproducible calculations. | Edition 5.1 transaction supplement; no change to verified baseline without source. |