Template No.: T-TK009 Template Title: Evidence Integrity Checklist (Private Messages Used as “Evidence”)
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T-TK009
Template Title: Evidence Integrity Checklist (Private Messages Used as “Evidence”)
Related Research Case IDs / Cluster: TK-009 / Cluster E (Science, Testing, Misinformation)
Linked Templates / Policies: Data Protection & Confidentiality Policy; T-TK004 External-Claim Verification SOP; T-TK005 Public Correction Procedure; Incident Reporting Form; Conflict Resolution & Security SOP; Digital Security / Archive Backup SOP; Publication Approval Workflow (T-TK006)
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 checklist helps staff handle private messages (chat screenshots, emails, DMs, voice notes) that are used as “evidence” in relic cases.
Goal:
Keep evidence accurate and safe.
Reduce fake screenshots and edited chats.
Protect privacy and sacred-restricted information.
Key rule: A screenshot alone is not full proof. We must confirm context.
2) When to use this checklist
Use it when:
A person shows chats to prove “approval”, “testing”, “ownership”, or “authority”.
A chat is used to pressure HSWAGATA to act quickly.
A chat contains threats, harassment, or manipulation.
A chat is shared publicly without consent.
3) Evidence intake record
Case ID: TK-009 / File label: _______________________________
Platform: WhatsApp [ ] Messenger [ ] LINE [ ] Telegram [ ] Email [ ] SMS [ ] Other: ______
Received from (name): _____________________________________
Received by (staff): _______________________________________
Second witness (staff, required for high-risk): ______________
Date/time received: ____ / ____ / ______ _______ (time)
Purpose of message evidence (one line):
4) Safe handling first (privacy + security)
Tick what was done:
Do not forward to personal phones [ ]
Do not post to social media [ ]
Do not share outside the case team [ ]
Remove/cover personal data when possible (phone/ID/address) [ ]
Store only in approved secure folder [ ]
If threats/harassment: inform Security + file Incident Report [ ]
Storage location: __________________________________________
Access level: Internal [ ] Restricted [ ] Sacred-Restricted [ ]
5) Capture quality (what exactly do we have?)
Tick what is provided:
Single screenshot [ ]
Multiple screenshots (thread) [ ]
Screen recording [ ]
Exported chat file (txt/pdf) [ ]
Original device shown in person [ ]
Audio note [ ]
Video [ ]
If only a single screenshot:
Risk increases (mark) [ ] Medium [ ] High [ ] Critical [ ]
6) Integrity checks (do at least 5)
Tick each completed:
Screenshot includes date/time stamps [ ]
Screenshot includes contact name/number clearly [ ]
Shows platform UI elements (not cropped too tight) [ ]
Request the full conversation (before and after) [ ]
Ask for the original message on the sender’s device (view live) [ ]
Compare versions from both sides (sender + receiver) if possible [ ]
Check for editing signs (font mismatch, broken lines, blur, cut edges) [ ]
Record exact file names and creation time (if available) [ ]
Confirm if messages were deleted/edited (platform feature) [ ]
Note if messages are forwarded (forward label) [ ]
Integrity result:
Likely authentic [ ] Unclear [ ] Likely edited/fake [ ]
Notes (what you observed):
7) Context checks (meaning check)
Private messages can be misunderstood. Confirm:
Is this a promise or just a discussion? Yes [ ] No [ ]
Is it a joke, sarcasm, or unclear tone? Yes [ ] No [ ]
Is it missing earlier messages that change meaning? Yes [ ] No [ ]
Was the message sent under pressure or fear? Yes [ ] No [ ]
Does it conflict with official records (letters, logs, MoUs)? Yes [ ] No [ ]
If conflict exists, list what conflicts:
8) Consent and ethical use
Tick one:
Consent to use in internal inquiry only [ ]
Consent to share with Board/legal only [ ]
Consent to publish publicly [ ] (rare; must follow T-TK006)
No consent / unknown [ ]
Rule: If no consent, do not publish. Protect privacy.
9) Classification (how much we trust it)
Choose one:
A) Supporting evidence only
Use only as one clue, not as proof. [ ]
B) Strong evidence (needs confirmation)
Use only with other verified records. [ ]
C) Not reliable
Do not use for decisions. Keep for reference only. [ ]
D) Harm evidence (threats/harassment)
Escalate for safety action. [ ]
10) Decision controls (what actions are allowed based on chats)
Chats alone may NOT justify:
Relic handling or movement [ ]
Testing approval [ ]
Publishing authenticity claims [ ]
Using authority names [ ]
Granting restricted access [ ]
Allowed actions:
Open verification steps [ ]
Record incident [ ]
Start formal inquiry with Board oversight [ ]
11) Linking to other proof
Attach or reference:
Access logs / visitor logs [ ]
Official letters (verified by T-TK004) [ ]
Testing request records [ ]
Chain-of-custody logs [ ]
CCTV timestamps (if needed) [ ]
Witness notes [ ]
Attachment list:
_______________________ 2) _______________________ 3) _______________________
12) Sign-off
Prepared by: _______________________ Date: ____ / ____ / ______
Second witness: _____________________ Date: ____ / ____ / ______
Reviewed by (Head/Security/Board delegate): ____________ Date: ____ / ____ / ______
Signature: _________________________