THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T-TK006
Template Title: Publication Approval Workflow (Magazine/News Statement Published Too Early)
Related Research Case IDs / Cluster: TK-006 / Cluster E (Science, Testing, Misinformation) + Cluster C (Institution-Building, MoUs)
Linked Templates / Policies: T-TK004 External-Claim Verification SOP; T-TK005 Public Correction Procedure; Media & Public Statement SOP; Data Protection & Confidentiality Policy; Sacred-Restricted / Sensitive Handling Rules; No-Gift Policy; Conflict Resolution & Security SOP; Incident Reporting Form
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 workflow stops early or wrong publication about relics, testing, donations, conflicts, or “official proof”.
Goal:
Publish only true and verified information.
Protect sacred items and community harmony.
Keep a clear approval record (who approved, when, and why).
Main rule: No publication without written approval.
2) What counts as “publication”
This workflow applies to:
Magazine articles, newsletters, brochures
Press releases, media interviews
Website updates, social media posts
Posters, event flyers
Any document with HSWAGATA name/logo
3) Roles (must be named for each publication)
Publication Request Owner (staff) : __________________________
Fact-Check Lead (verification) : ____________________________
Comms Editor (language/style) : _____________________________
Security / Risk Reviewer (if needed) : _______________________
Legal / MoU Reviewer (if needed) : __________________________
Final Approver (Board delegate / Director) : _________________
Two-person rule: At least 2 staff must review before final approval.
4) Publication risk level (choose one)
Level 1 — Low
General education (history, museum hours, simple event info).
Risk: low.
Level 2 — Medium
Mentions donors, partnerships, photos of objects, staff names.
Risk: medium.
Level 3 — High
Mentions relic authenticity, testing, “official letters”, conflicts, theft, custody, police, government, or sensitive claims.
Risk: high.
Tick one: Level 1 [ ] Level 2 [ ] Level 3 [ ]
If Level 3: T-TK004 (external-claim verification) must be completed before approval.
5) Step-by-step workflow (must follow in order)
Step 1 — Publication request intake
Fill in:
Title / topic: ____________________________________________
Type: Magazine [ ] Press [ ] Website [ ] Social [ ] Flyer [ ] Other: ____
Target audience: __________________________________________
Publish date requested: ____ / ____ / ______
Why we publish (purpose): _________________________________
Attachments: draft text [ ] images [ ] sources list [ ]
Step 2 — Source list and evidence check (mandatory)
Attach a simple “source list”:
Where did each key fact come from?
Who said it?
What document supports it?
Source list attached [ ] Yes [ ] No
If the draft includes any of these, tick and verify:
Testing claim [ ] (must link to approved testing record)
Government/official letter [ ] (must verify with T-TK004)
Authenticity claim [ ] (must be verified + Board approved)
Conflict case [ ] (must be approved by Security/Board)
Donor names [ ] (must have donor consent)
Step 3 — Fact-check (verification gate)
Fact-Check Lead name: __________________ Date: ____ / ____ / ______
Check points (tick):
All names spelled correctly [ ]
Dates and places correct [ ]
No “certainty words” without proof (e.g., “confirmed authentic”) [ ]
All “official” claims verified (use T-TK004 if needed) [ ]
No sacred-restricted images included [ ]
No personal data included (ID, phone, address) [ ]
Result:
Pass [ ] Needs edits [ ] Fail (do not publish) [ ]
Notes: _____________________________________________________
Step 4 — Ethics + Right Speech check (mandatory)
Comms Editor name: ____________________ Date: ____ / ____ / ______
Check points (tick):
Language is calm and respectful [ ]
No blame/shame words [ ]
No insults or sarcasm [ ]
Promotes peace and trust [ ]
Clear “verified / unverified” wording [ ]
Result:
Pass [ ] Needs edits [ ] Fail [ ]
Step 5 — Risk/Security review (required for Level 3)
Security/Risk Reviewer: ________________ Date: ____ / ____ / ______
Check points (tick):
No details that help theft or harm security [ ]
No location details of storage rooms [ ]
No staff private schedules [ ]
No unverified accusations [ ]
Conflict risk assessed (low/med/high) [ ]
Risk outcome:
Approved [ ] Approved with changes [ ] Not approved [ ]
Step 6 — Legal / MoU review (only when needed)
Needed if the draft mentions:
Partners [ ] MoUs [ ] Government agencies [ ] Legal disputes [ ] Donor conditions [ ]
Legal/MoU Reviewer: _________________ Date: ____ / ____ / ______
Outcome: Approved [ ] Changes [ ] Not approved [ ]
Step 7 — Final approval (must be written)
Final Approver: _______________________ Date: ____ / ____ / ______
Decision:
Approved to publish [ ]
Approved with edits (attach edits) [ ]
Not approved [ ]
Publish channels allowed:
Website [ ] Social [ ] Press [ ] Print [ ] Other: ________
Signature: ____________________________
6) Version control (stop “wrong draft” publication)
Use this rule:
Drafts must have a version number and date.
Only one file is marked “FINAL APPROVED”.
Record:
Draft version numbers used: v1 [ ] v2 [ ] v3 [ ] v4 [ ]
Final approved file name: __________________________________
Stored at (folder): ________________________________________
Who can upload/post (names): _______________________________
7) Emergency stop rule (if new risk appears)
If any new information shows a claim may be wrong:
Stop publication immediately [ ]
Notify Board delegate [ ]
Start verification again (T-TK004) [ ]
If already published, start correction (T-TK005) [ ]
8) If something was published too early (post-incident mini-check)
Date/time of early publication: _____________________________
Channel: _________________________________________________
What was wrong? (short): ___________________________________
Actions taken:
Content removed/paused [ ]
Correction posted (T-TK005) [ ]
Internal incident report filed [ ]
Lessons learned meeting held [ ] Date: ____ / ____ / ______
9) Archive checklist (must attach)
Approved final text [ ]
All drafts (for record) [ ]
Source list [ ]
Verification proof emails/calls [ ]
Approval signatures [ ]
Screenshots of published item [ ]
Correction records (if any) [ ]
Filed by: _______________________ Date: ____ / ____ / ______
Reviewed by (Head/Board delegate): ______________ Date: ____ / ____ / ______
