THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: T___ (TK-026)
Template Title: Conflicting advice from two agencies — Single-source decision rule
Related Research Case IDs / Cluster: C (Institution-Building & MoUs)
Linked Templates / Policies: TK-022 Office-mapping guide; TK-023 Verbal-to-written SOP; TK-025 Follow-up Schedule SOP; Records & Archive Rule; Peace-first Comms Policy
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
FIELDS
1. Case summary (1–2 lines, neutral)
Topic: ________________________________________________
Why there are two agencies involved: ______________________
Main risk: [ ] relic safety [ ] public peace [ ] data/privacy [ ] legal deadline
2. Conflicting advice record (fill both sides)
Agency A
Name / unit: ___________________________________________
Date received: ____ / ____ / ______
Advice given (short, exact): ______________________________
Type: [ ] Letter [ ] Email [ ] Verbal
Proof attached: Yes [ ] No [ ]
Agency B
Name / unit: ___________________________________________
Date received: ____ / ____ / ______
Advice given (short, exact): ______________________________
Type: [ ] Letter [ ] Email [ ] Verbal
Proof attached: Yes [ ] No [ ]
What is the conflict? (1–2 sentences)
3. Evidence and letters (attach checklist)
Copies of both advices (A and B)
Our original submission / complaint
Delivery proof (stamp/tracking/email header)
Call notes and meeting notes (if any)
4. Single-source decision rule (choose one “lead authority”)
We choose one lead agency for the final written guidance, to reduce confusion.
Scoring (tick and write)
A) Legal duty / authority for this topic
Agency A: High [ ] Med [ ] Low [ ] Notes: _______________
Agency B: High [ ] Med [ ] Low [ ] Notes: _______________
B) Can they issue a case number / formal decision?
Agency A: Yes [ ] No [ ]
Agency B: Yes [ ] No [ ]
C) Can they act fast for safety? (if urgent)
Agency A: Yes [ ] No [ ]
Agency B: Yes [ ] No [ ]
D) Do they provide written rules / law notes?
Agency A: Yes [ ] No [ ]
Agency B: Yes [ ] No [ ]
Lead agency chosen (single source): _______________________________
Reason (simple, 1–2 lines):
5. Confirmation request (send to BOTH agencies, same text)
Subject: Request to confirm responsible office (conflicting guidance)
“Dear [Office/Name],
HSWAGATA Museum received different guidance from two offices about [topic].
To avoid confusion and delay, please confirm in writing:
Which office has the main duty and final authority for this matter, and
Which unit we should follow for the next step, and
Any required format, documents, and timeline.
We will follow the confirmed responsible office after we receive your reply.
Respectfully,
[Name]
[Role, HSWAGATA]
[Phone] | [Email]”
Date sent to Agency A: ____ / ____ / ______
Date sent to Agency B: ____ / ____ / ______
6. Internal control (one voice rule)
Case owner (single contact person): ______________________________
Backup person: ________________________________________________
Allowed channels: [ ] Email [ ] Official letter [ ] Scheduled meeting
Public statement allowed? Yes [ ] No [ ] (default: No)
7. Interim safety (only if delay creates risk)
Tick what is needed now:
Update relic inventory and access log
Secure storage check (locks, keys, two-person rule)
Stop non-essential handling / movement
Record all visitors and staff access
Notes: ________________________________________________________
8. Outcome (close when one is true)
Written confirmation received (attach)
Responsible office confirmed: ________________________________
Case number / reference received: ____________________________
Next step confirmed (meeting / submission / inspection): _________
If still unclear after 30 days, consider escalation using internal ladder. Done? Yes [ ] No [ ]
9. Archive and control
Museum file code: ______________________________________________
Stored in: [ ] Secure drive [ ] Physical file [ ] Both
Access level set: Internal only [ ] Restricted [ ] Sacred-Restricted
Sign-off
Prepared by: ___________________________ Role: ____________________
Reviewed by (if required): _________________________________________
Date: ____ / ____ / ______
