THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T-TK002
Template Title: High-Risk Visitor Protocol (Name Used to Gain Access)
Related Research Case IDs / Cluster: TK-002 / Cluster F (HGT Conflicts, Security, Access Abuse)
Linked Templates / Policies: T-TK001 ID Verification Checklist; Access Control Policy; Visitor Supervision SOP; Sacred-Restricted / Sensitive Handling Rules; Incident Reporting Form; Data Protection & Confidentiality Policy; Media & Public Statement SOP; No-Gift Policy; Conflict Resolution & Security 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 protocol protects relics, staff, visitors, and the museum’s trust.
Use it when a person tries to use a name, title, or “connection” to get special access.
Examples:
“I am close to the Board / monk / official / scientist.”
“I can enter anywhere.”
“Let me see the relic now. No time.”
“Do not record my visit.”
2) Trigger checklist (tick any that apply)
Identity not verified / unclear [ ]
Claims special authority or rank [ ]
Requests restricted entry [ ]
Requests private viewing or private meeting [ ]
Requests relic handling / movement / testing [ ]
Brings “official letters” or “lab proof” [ ]
Pressures staff or refuses normal rules [ ]
Offers gifts / money / favors [ ]
Past conflict case known [ ]
Other trigger: ___________________________________________
If any box is ticked: apply this protocol.
3) Roles and minimum staffing (must be followed)
Duty Manager (lead decision) name: _________________________
Security Officer (control movement) name: ___________________
Two-person rule witness (second staff) name: ________________
Rule: No high-risk visitor is handled by one staff alone.
4) Risk level (choose one)
Low [ ] (public area only)
Medium [ ] (public area + supervised meeting)
High [ ] (strict supervision, no restricted areas)
Critical [ ] (deny access / ask to leave / call authorities if needed)
Reason for level: __________________________________________
5) Before the visit (if appointment is requested)
Appointment requested in writing (email/letter) [ ] Yes [ ] No
Purpose clearly stated [ ] Yes [ ] No
Visitor accepted house rules in writing [ ] Yes [ ] No
Verification started using T-TK001 [ ] Yes [ ] No
Result: Verified [ ] Partly verified [ ] Not verified [ ]
If not verified: only public access is allowed.
6) Arrival procedure (front desk + security)
Time arrived: ________ Date: ____ / ____ / ______
Visitor name given: ________________________________________
Actions (tick):
Explain house rules calmly [ ]
Check photo ID (T-TK001) [ ]
Issue visitor badge (color/number): ____________ [ ]
Bag check if policy allows [ ]
Record entry in access log [ ]
No phone call to “friends inside” to bypass staff [ ] enforced
Visitor informed: “All movement is escorted” [ ]
7) Movement control (escort rules)
Escort assigned (name): ______________________________
Areas allowed (tick):
Public gallery only [ ]
Office meeting room only [ ]
Library/reading room (supervised) [ ]
Restricted areas (NOT allowed unless fully verified + approved) [ ]
Rules (must tick to confirm):
Visitor is never alone [ ]
Doors to storage / relic rooms stay locked [ ]
No keys/cards shared [ ]
Two-person rule for any door entry [ ]
CCTV coverage checked (if available) [ ]
8) Restricted / sacred items rules (non-negotiable)
Relic handling: Allowed [ ] Not allowed [ ]
Photography/video: Allowed [ ] Not allowed [ ] (follow sacred rules)
Touching any object: Allowed [ ] Not allowed [ ]
Testing talk: Allowed (discussion only) [ ] Not allowed [ ]
Default rule: No relic handling, no private viewing, no testing action without Board approval.
9) Meetings and conversations (how staff should speak)
Staff must use calm and simple words:
“We follow one rule for all people.”
“We protect sacred heritage. We need written approval for special access.”
Staff must NOT:
Promise authenticity or testing results [ ]
Make public statements on the spot [ ]
Agree to secret meetings [ ]
Accept gifts [ ] (record any offer)
Meeting notes taken (required) [ ]
Who took notes: _______________________________
10) If pressure, anger, or manipulation happens
Tick actions taken:
Pause meeting and call Duty Manager [ ]
Move to public area / safer space [ ]
Keep two staff present [ ]
End visit politely [ ]
Security escort out [ ]
Incident report filed [ ]
Police/authority contacted (only if needed) [ ]
De-escalation phrase used:
“Thank you. We will review your request. Today we can only offer public access.”
11) Evidence and documentation (must be complete)
Access log updated [ ]
Visitor badge returned [ ]
ID check record stored (T-TK001) [ ]
Witness notes attached [ ]
Photos/screenshots of letters (if provided) [ ]
Any gift offer recorded (No-Gift log) [ ]
CCTV reference time noted (if needed): __________
Attachments list:
_______________________ 2) _______________________ 3) _______________________
12) Exit decision and follow-up
Final access outcome:
Public-only visit completed [ ]
Meeting completed (no restricted access) [ ]
Access denied [ ]
Visitor removed for safety [ ]
Follow-up needed:
Board review [ ] Security review [ ] Verification follow-up [ ]
Date for follow-up: ____ / ____ / ______
Filed by: _______________________ Date: ____ / ____ / ______
Reviewed by (Duty Manager/Security Head): ______________ Date: ____ / ____ / ______
