THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: T086
Template Title: TK-086 Missing Inventory Item Discovered Late (G/F) — Audits — Fast Incident Response Checklist
Related Research Case IDs / Cluster:
Cluster G (MCU Neglect & Relic Loss) / Cluster F (HGT Conflicts)
Linked Templates / Policies:
T31 Chain-of-Custody Log / T30 Gentle Audit Sheet / TK-069 Audit Trigger Protocol / T66–T67 Conflict Logs (if applicable)
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 (TK-086 Body)
1) Case Identification
1.1 Case title: _______________________________________________
1.2 Inventory item ID / code: _________________________________
1.3 Item category (tick): Relic [ ] Relic container [ ] Artifact [ ] Document [ ] Equipment [ ] Other [ ]
1.4 Date missing was discovered: ____ / ____ / ______
1.5 Date item was last confirmed present (if known): ____ / ____ / ______
1.6 How discovered (tick): Audit [ ] Inventory count [ ] Transfer check [ ] Maintenance [ ] Visitor report [ ] Other [ ]
1.7 Current status (tick):
Intake recorded [ ] Search ongoing [ ] Located [ ] Loss confirmed [ ] Recovered [ ] Closed [ ]
2) Item Description (Facts Only)
2.1 Item name / description: ___________________________________
2.2 Size / markings / serials (if any): _________________________
2.3 Storage/display location (last known): ______________________
2.4 Access level (tick): Public [ ] Restricted [ ] Sacred-Restricted [ ]
2.5 Photos on file? Yes [ ] No [ ] File ref: _____________________
3) Custody and Access Snapshot
3.1 Custodian / department responsible: _________________________
3.2 Authorized access list exists? Yes [ ] No [ ]
3.3 Last transfer or handling recorded? Yes [ ] No [ ]
If yes, Chain-of-Custody ref (T31): ____________________________
4) Immediate Risk Check (G/F)
Tick YES or NO:
Item is sacred-restricted or high value? Yes [ ] No [ ]
Risk of theft or external claim? Yes [ ] No [ ]
Risk of conflict, rumor, or public harm? Yes [ ] No [ ]
Evidence may be lost if delay continues? Yes [ ] No [ ]
If YES to any → notify Security + Board/Senior within 24 hours.
5) FAST INCIDENT RESPONSE CHECKLIST (MANDATORY)
5.1 First 24 Hours
Record incident using TK-086 [ ]
Secure area (limit access) [ ]
Preserve records (inventory logs, CCTV, access logs) [ ]
Pause related transfers/handling [ ]
Assign incident lead (name/role): ____________________________
5.2 Search Actions (Do Not Accuse)
Check storage, display, transport cases [ ]
Check recent exhibitions/events [ ]
Review maintenance/cleaning routes [ ]
Review CCTV (if available) [ ]
Interview staff gently (facts only) [ ]
5.3 Evidence Preservation
Save copies of inventory records [ ]
Save CCTV clips/time windows [ ]
Collect witness notes (signed) [ ]
Log all actions with date/time [ ]
6) AUDIT & REVIEW PATH (Choose Level)
Level A — Late Discovery / Likely Record Error (Low)
One item; records inconsistent; no risk signs [ ]
Action: reconcile records + correction note.
Level B — Possible Misplacement or Neglect (Medium)
Item restricted; gaps in logs; delayed discovery [ ]
Action: internal audit (T30) + process fixes.
Level C — Suspected Loss/Theft (High)
Sacred/high value; access anomalies; rumor risk [ ]
Action: urgent audit + security measures + Board oversight.
7) Findings Log (Update as Case Progresses)
7.1 Dates searched: ___________________________________________
7.2 Locations checked: _______________________________________
7.3 Records reviewed (list): __________________________________
7.4 Interim findings (facts):
8) Outcome (Tick One When Known)
Item located (misfiled/misplaced) [ ]
Item recovered after investigation [ ]
Loss confirmed (cause unknown) [ ]
Loss confirmed (cause identified) [ ]
Date outcome confirmed: ____ / ____ / ______
9) Corrective Actions (Prevention)
Tick all that apply:
Inventory update and reconciliation [ ]
Improve access controls [ ]
Staff retraining (inventory & custody) [ ]
More frequent counts [ ]
Storage/display redesign [ ]
Communication protocol update [ ]
Notes:
10) Communication Rule (Prevent Harm)
One spokesperson assigned [ ] Name/role: __________________
No public statement until facts approved [ ]
Message factual, calm, non-accusatory [ ]
11) Closure
11.1 Case closed date: ____ / ____ / ______
11.2 Closure status:
Resolved [ ] Resolved with controls improved [ ] Escalated [ ] Unresolved [ ]
Final notes (short):
12) Sign-Off
Prepared by: ________________________ Signature: ____________
Reviewed by: ________________________ Signature: ____________
Approved by (if required): ___________ Signature: ____________
Date: ____ / ____ / ______
