THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T-TK004
Template Title: External-Claim Verification SOP (Fake “Official” Letter Presented)
Related Research Case IDs / Cluster: TK-004 / Cluster E (Science, Testing, Misinformation) + Cluster C (Institution-Building, MoUs)
Linked Templates / Policies: T-TK001 ID Verification Checklist; T-TK002 High-Risk Visitor Protocol; T-TK003 Credential Check SOP; Data Protection & Confidentiality Policy; Evidence Handling & Chain-of-Custody Rules; Media & Public Statement SOP; Incident Reporting Form; 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 SOP checks any external claim shown as “official proof”, such as:
Government letters
Royal office letters
Police/agency letters
University/lab letters
Embassy letters
“Certification” letters
Goal: protect truth, reduce misinformation, and stop fraud.
Main rule: No public use of any letter until it is verified.
2) When to activate this SOP
Activate if a letter is used to:
Gain restricted access
Prove authenticity or testing
Request relic movement or donation transfer
Ask HSWAGATA to publish or endorse a claim
3) Immediate safety steps (first 10 minutes)
Tick what was done:
Stop and pause the discussion politely [ ]
Apply T-TK002 (High-Risk Visitor Protocol) if needed [ ]
Do not accept pressure to “decide now” [ ]
Do not promise authenticity or approval [ ]
Ensure two staff are present (two-person rule) [ ]
If the visitor becomes angry: end meeting + call Duty Manager [ ]
4) Intake record (must complete)
Date/time received: ____________________
Received from (name given): ______________________________
Received by (staff name): ________________________________
Second witness (staff name): _____________________________
Reason the letter was shown (write short):
Visitor identity verified with T-TK001?
Yes [ ] No [ ] In progress [ ]
5) Secure the document (evidence handling)
A) If the visitor allows a copy/scan
Photo/scan taken [ ] Yes [ ] No
If no, reason: ___________________________________________
File name used (standard): TK004_YYYYMMDD_Source_RefNo.pdf/jpg
File name: _______________________________________________
Stored in secure folder location: __________________________
Access level: Internal [ ] Restricted [ ] Sacred-Restricted [ ]
B) If the visitor does NOT allow a copy
Staff wrote a full description (letterhead, stamp, ref no.) [ ]
Staff wrote exact words of key lines (short) [ ]
Staff recorded who refused copying [ ]
6) Basic document check (screening)
Tick what you see:
Clear issuing office name [ ]
Address and phone listed [ ]
Reference number present [ ]
Date present [ ]
Subject line clear [ ]
Signature name + title [ ]
Official stamp/seal [ ]
Attachments mentioned [ ]
Red flags (tick any):
Spelling errors / strange layout [ ]
No reference number [ ]
Wrong logo / low-quality print [ ]
Unclear signer (no name/title) [ ]
Unusual urgency (“must act now”) [ ]
Asks for secrecy [ ]
Asks to bypass normal rules [ ]
Asks for money / gifts [ ]
Other: ___________________________________ [ ]
Screening result:
Looks normal [ ] Suspicious [ ] Highly suspicious [ ]
7) Metadata and authenticity checks (for scans/photos)
Complete if a file exists.
File type: ________ Size: ________ Date created (if visible): ________
Any signs of editing (layers, mismatched fonts, blur, copy-paste) [ ]
Screenshot only (no original file) [ ]
Other notes: ______________________________________________
8) Official verification steps (must do at least 2)
Rule: Only contact the issuing office using public official channels.
Tick steps done:
Find office contact from official website / directory [ ]
Call official number and ask: “Is this letter real?” [ ]
Email official office contact and attach the scan (if allowed) [ ]
Request written confirmation (reply email/letter) [ ]
Compare with known genuine letter format (if available) [ ]
Verification record (fill in):
Office contacted: __________________________________________
Contact method: Call [ ] Email [ ] Visit [ ]
Person/desk spoken to (if given): __________________________
Date/time: ____________________
Outcome summary (1–2 lines):
9) Decision rule (simple)
Choose one outcome:
A) Verified genuine [ ]
Action allowed: proceed to normal approval routes (Board/testing/access).
B) Not verified (no confirmation / silent / unclear) [ ]
Action allowed: treat as unverified. No special access. No public use.
C) Confirmed fake / forged (or strong evidence of forgery) [ ]
Action allowed: deny special access. Start incident report + security steps.
Decision made by (name/role): ______________________________
Date: ____ / ____ / ______ Signature: ______________________
10) Actions after decision
If Verified genuine
Log the confirmation proof [ ]
Inform Board / Department Head [ ]
Continue under correct SOP (testing, access, MoU) [ ]
If Not verified (silent/unclear)
Send follow-up request for confirmation (within ___ days) [ ]
Mark all internal notes: “UNVERIFIED — DO NOT PUBLISH” [ ]
Offer only public visit access (T-TK002) [ ]
If Fake / forged
File Incident Report [ ]
Notify Security / Board [ ]
Preserve evidence (no editing of files) [ ]
If needed: legal/police reporting route started [ ]
Staff safety steps taken [ ]
11) Communication script (for staff)
Use calm words:
“Thank you. We must confirm any official letter through official channels.”
“Until confirmed, we cannot use it for access, testing, or public statements.”
Do NOT say:
“We believe it is real.”
“We will publish this.”
“This proves authenticity.”
12) Attachments checklist
Letter scan/photo [ ]
Metadata notes [ ]
Call/email verification notes [ ]
Proof of confirmation (email/letter) [ ]
Incident report (if needed) [ ]
Attachment list:
_______________________ 2) _______________________ 3) _______________________
Filed by: _______________________ Date: ____ / ____ / ______
Reviewed by (Head/Board delegate): ______________ Date: ____ / ____ / ______
