THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T-TK010
Template Title: Safe Reporting Route (Witness Intimidation / Pressure Signs)
Related Research Case IDs / Cluster: TK-010 / Cluster F (Conflicts, Security, Harm Prevention)
Linked Templates / Policies: Incident Reporting Form; Conflict Resolution & Security SOP; Data Protection & Confidentiality Policy; T-TK002 High-Risk Visitor Protocol; T-TK009 Evidence Integrity Checklist; Media & Public Statement SOP
Date of form: ____ / ____ / ______
Prepared by / Role: _______________________
Office / Unit: ____________________________
Country / Location: _______________________
Confidentiality Level:
Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]
Use of this form (tick):
New case / action [ ] Follow-up [ ] Annual review [ ] Archive only [ ]
1) Purpose
This route helps any person report intimidation, pressure, or threats linked to relic cases, access, testing, donations, conflicts, or public claims.
Goals:
Protect witnesses and staff.
Stop harm early.
Keep facts clear and safe.
Support peace and fairness.
Zero retaliation rule: No one may punish a person for reporting in good faith.
2) What counts as intimidation / pressure
Tick any signs:
Threatening words or messages [ ]
Pressure to change a story [ ]
Pressure to stay silent [ ]
Pressure to sign papers quickly [ ]
Pressure to give access to relics or restricted rooms [ ]
Bribery or “gift” offers [ ]
Stalking / repeated unwanted contact [ ]
Online harassment or doxxing risk [ ]
Power abuse (rank/title used to force) [ ]
Other: ______________________________________ [ ]
3) Who can report
Anyone:
Staff [ ] Volunteer [ ] Monk/nun [ ] Visitor [ ] Donor [ ] Researcher [ ] Community member [ ]
Report type:
Self-report (I am affected) [ ]
Witness report (I saw/heard it) [ ]
Third-party report (someone told me) [ ]
4) Safe reporting channels (choose one or more)
Primary (recommended)
A) Safe Reporting Officer (SRO) — name/role: ___________________________
Contact: phone/email: ________________________________________________
B) Duty Manager (same day) — name/role: ______________________________
Alternative (if SRO is involved or not safe)
C) Board Delegate / Ethics & Security Lead — name/role: ________________
Contact: ____________________________________________________________
Written channels
D) Secure email inbox (official): _____________________________________
E) Paper form drop-box (locked): location _____________________________
F) Anonymous report (no name): Yes [ ] No [ ]
Note: Anonymous reports are accepted, but may limit investigation.
5) If there is immediate danger (urgent safety)
Tick if urgent:
Immediate physical danger [ ]
Serious threat message [ ]
Someone is trying to force entry / take items [ ]
Actions:
Call Security now [ ]
Move to safe public area [ ]
Do not meet alone (two-person rule) [ ]
Call emergency services if needed [ ]
Board notified immediately [ ]
6) Report intake form (fill in)
Report received date/time: ____ / ____ / ______ _______ (time)
Received by (name/role): _____________________________________________
Case reference number (create): TK010--
Reporter name (optional): _____________________________________________
Safe contact method: _________________________________________________
Preferred contact time: ______________________________________________
Person(s) causing pressure (if known): _________________________________
Relationship to case: staff [ ] visitor [ ] donor [ ] “expert” [ ] unknown [ ]
Location of incident: ________________________________________________
Date/time of incident: _______________________________________________
Short description (simple facts, not opinions):
7) Protect the reporter (choose safeguards)
Tick what is needed now:
Keep identity confidential (need-to-know only) [ ]
Change work duty / schedule temporarily [ ]
No direct contact order (internal) [ ]
Security escort support [ ]
Safe meeting place for interviews [ ]
Block phone / social accounts (if harassment) [ ]
Wellbeing support referral [ ]
Other: ______________________________________ [ ]
Approved by (SRO/Duty Manager): __________________ Date: ____ / ____ / ______
8) Evidence notes (do safely)
Rule: Do not argue with the person who pressures you. Do not meet them alone.
Evidence available:
Messages/screenshots [ ] Calls logs [ ] Emails [ ] Letters [ ] CCTV time [ ] Witness names [ ] Other [ ]
Use TK-009 if private messages are used as evidence [ ]
Files saved in secure folder [ ] File names: ___________________________
Personal data removed when possible [ ]
Sacred-restricted info protected [ ]
9) Initial risk rating (within 24 hours)
Low [ ] Medium [ ] High [ ] Critical [ ]
Reasons (tick):
Threats [ ] Repeated pressure [ ] Power abuse [ ] Relic access risk [ ] Public conflict risk [ ] Staff safety risk [ ] Other: _______
Next step required:
Inform Board delegate [ ]
Open formal investigation [ ]
Mediation plan (only if safe) [ ]
Security action plan [ ]
Legal/police advice (if needed) [ ]
10) Investigation and response steps (simple workflow)
Acknowledge report within 24 hours (or ASAP) [ ]
Protect reporter and witnesses (Section 7) [ ]
Collect facts (incident notes + evidence list) [ ]
Interview witnesses safely (2 staff present) [ ]
Decide actions (Board/Security as needed) [ ]
Record outcome and lessons learned [ ]
Follow-up with reporter (if contact exists) [ ]
11) Outcomes (tick one or more)
No intimidation found (insufficient proof) [ ]
Intimidation confirmed [ ]
Warning issued [ ]
Access restrictions applied (T-TK002) [ ]
Case referred to Board committee [ ]
Case referred to external authority (if needed) [ ]
Public correction started (T-TK005) [ ]
Other: ______________________________________ [ ]
Outcome summary (1–3 lines):
12) Non-retaliation statement (must be read)
“I understand that HSWAGATA does not allow retaliation against any person who reports in good faith.”
Confirmed by handler (name/sign): ___________________________
Date: ____ / ____ / ______
13) Closure and archive
Closure date: ____ / ____ / ______
Closed by (name/role): _____________________________________
Stored location: ___________________________________________
Access level: Internal [ ] Restricted [ ] Sacred-Restricted [ ]
Attachments list:
_______________________ 2) _______________________ 3) _______________________
Filed by: _______________________ Date: ____ / ____ / ______
Reviewed by (Head/Board delegate): ______________ Date: ____ / ____ / ______
