Template No.: T___ (TK-022) Template Title: Office says “not our duty” — Office-mapping guide

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T___ (TK-022)

Template Title: Office says “not our duty” — Office-mapping guide

Related Research Case IDs / Cluster: C / F

Linked Templates / Policies: TK-028 Referral Pathway Map; TK-032 Escalation Ladder; 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: [ ] Relic protection [ ] Heritage admin [ ] Donation/legal [ ] Security [ ] Other: ________

• What we asked the office to do: __________________________________________

• Why it matters (risk): [ ] relic safety [ ] public peace [ ] data/privacy [ ] legal deadline

2. Office response: “Not our duty” (record clearly)

• Office / agency name: _________________________________________________

• Unit / counter / officer (if known): _____________________________________

• Date/time: ____ / ____ / ______ ________

• Response type: [ ] Written letter [ ] Email [ ] Verbal only [ ] Other: ____

• Exact words (as close as possible):
  “__________________________________________________________________”

3. Attach proof (replies + our submission)

• Copy of their reply (letter/email/screenshot)

• Our original submission (final version)

• Delivery proof (stamp/tracking/email header)

• Notes on missing items: _______________________________________________

4. Law notes / duty notes (simple and careful)
(Do not argue. Just record references and where we found them.)

• Possible law / policy / mandate reference: _______________________________

• Section / article (if any): _____________________________________________

• What it seems to say (1–2 simple sentences):

  ---

• Source (website/book/official doc): ____________________________________

• Confidence level: Low [ ] Medium [ ] High [ ]

• If unsure: send to Admin & Partnerships for checking. Yes [ ] No [ ]

5. Office-mapping guide (find the right duty holder)
A) What function is needed? (tick one main)

• Case registration / complaint handling

• Heritage / religious affairs decision

• Police / security action

• Data protection / privacy investigation

• Local government approval / land / building

• Ombudsman / oversight review

• Prosecutor / court process (information only)

B) Ask these 5 mapping questions (polite)

1. “Which office is responsible for this duty?”

2. “Which unit name should we contact?”

3. “Who is the contact person (name/role)?”

4. “What is the correct email/address and the required form?”

5. “Can you confirm this referral in writing?”

C) Referral result (fill in)

• Referred office name: ________________________________________________

• Unit: _____________________ Contact: ________________________________

• Phone/email/address: ________________________________________________

• Referral proof: [ ] letter [ ] email [ ] note with name [ ] none

• If none, write call notes + witness name: _______________________________

6. Reply to the “not our duty” message (copy + fill)
Option A: Short reply (best default)
“Dear [Office/Name],
Thank you for your response dated ____ / ____ / ______. We understand you may not be the responsible office.
To avoid delay and confusion, please confirm in writing:

1. Which office has the duty for this matter, and

2. The correct unit/contact details and required format.
   Thank you for your guidance.
   Respectfully,
   [Name, role, HSWAGATA, phone/email]”

Option B: If they refuse to guide
“Dear [Office/Name],
Thank you. We respectfully request written confirmation that your office will not handle this case, and any referral details you can provide. This is for our records and to keep the process calm and clear.”

7. Escalation check (do we need higher support?)
Tick if any apply:

• Relic safety risk is high / urgent

• Threats, pressure, or blocking behavior

• Possible theft risk / security incident

• Legal deadline is near

• Multiple offices say “not our duty” (looping)
  If ticked: notify Department Head + consider TK-032 Escalation Ladder.

8. Outcome (what happened next)

• Correct duty-holder confirmed? Yes [ ] No [ ]

• New office contacted on: ____ / ____ / ______

• Case/reference number received? Yes [ ] No [ ] Number: ______________

• Notes (facts only): _________________________________________________

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: ____ / ____ / ______