Template No.: T-TK011 Template Title: Interview Handling SOP (Admission Interview Recorded)
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T-TK011
Template Title: Interview Handling SOP (Admission Interview Recorded)
Related Research Case IDs / Cluster: TK-011 / Cluster F (Conflicts, Security) + Cluster E (Evidence, Misinformation)
Linked Templates / Policies: T-TK009 Evidence Integrity Checklist; T-TK010 Safe Reporting Route; Incident Reporting Form; Data Protection & Confidentiality Policy; Conflict Resolution & Security SOP; Publication Approval Workflow (T-TK006); External-Claim Verification SOP (T-TK004)
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 guides staff to conduct and store an interview when a person gives an admission, a key statement, or a correction about:
fake letters or false claims,
testing claims,
access abuse,
donation/custody disputes,
threats or pressure.
Goals:
Keep the interview safe, calm, and fair.
Protect the person’s rights and privacy.
Keep the record accurate and usable.
Key rule: No interview is done alone. Use the two-person rule.
2) When to use this SOP
Use this SOP if:
Admission is expected or already happened [ ]
A person wants to “explain” or “correct” a past claim [ ]
A person denies a public claim linked to them [ ]
There is high conflict risk or legal/security risk [ ]
3) Roles (must be named)
Interview Lead (main questions): ____________________________
Second Staff Witness (required): ____________________________
Security Support (if high risk): ____________________________
Translator (if needed): ____________________________________
Board Delegate / Supervisor (if required): ___________________
4) Safety check before interview (must complete)
Risk level: Low [ ] Medium [ ] High [ ] Critical [ ]
Tick actions:
Choose a safe place (public office / meeting room) [ ]
No closed private room for high-risk cases [ ]
Arrange seating with clear exit [ ]
Two staff present at all times [ ]
No weapons or dangerous items in room (per security rules) [ ]
If intimidation risk exists, apply T-TK010 first [ ]
If the person is angry, postpone interview [ ]
5) Consent and fairness (mandatory)
5.1 Explain purpose (simple words)
Staff explained:
why the interview is needed, and
how the record will be used.
Done [ ]
5.2 Recording consent
Recording type (tick):
Audio [ ] Video [ ] Written notes only [ ]
Consent given:
Yes [ ] No [ ]
If No:
Do written notes only.
Second staff confirms notes accuracy.
5.3 Right to stop
Staff said: “You can pause or stop the interview anytime.”
Confirmed [ ]
6) Identity and relationship to case
Use T-TK001 ID Verification Checklist completed? Yes [ ] No [ ]
Name given: _______________________________________________
Role/relationship to case: _________________________________
Contact method (safe): _____________________________________
7) Interview plan (keep it simple)
Interview topic (one line): _________________________________
Main questions list (3–7 questions only):
Documents shown during interview:
Letters [ ] Screenshots [ ] Reports [ ] Other: _____________
Rule: If any document is shown, apply T-TK004/TK009 as needed.
8) Conduct rules during interview
Staff must:
Use calm voice and respectful words. [ ]
Ask for facts: who / what / where / when. [ ]
Ask for sources: documents, witnesses, dates. [ ]
Avoid “leading questions” (do not put words in their mouth). [ ]
Avoid blame language. [ ]
Staff must NOT:
Promise “no consequences” or “no reporting”. [ ]
Threaten the person. [ ]
Publish the admission or name publicly. [ ]
Make claims about relic authenticity in the interview. [ ]
9) Recording and notes standard
9.1 File naming (mandatory)
Recording file name (standard):
TK011_YYYYMMDD_NameOrCode_Location_V1
File name used: ____________________________________________
9.2 Written notes (mandatory even if audio/video)
Notes taker: ___________________ Second checker: ___________
Notes include:
Start time: _______ End time: _______
Place: __________________________
People present: __________________________________________
Language used: ___________________ Translator: ____________
10) Admission statement block (if the person admits or corrects)
Tick if present:
Admission / correction given [ ] Yes [ ] No [ ]
Write exact key sentence(s) (short, exact words if possible):
Was the statement:
Spontaneous [ ] After question [ ] After showing evidence [ ]
Does the person agree the key lines are correct?
Yes [ ] No [ ] Needs revision [ ]
11) Signature and confirmation (strongly recommended)
Offer a short “confirmation page” at the end.
Person interviewed confirms:
The notes reflect what they said (best effort).
Name: ______________________ Signature: _______________ Date: //______
If person refuses to sign:
Refused [ ]
Reason (if given): ______________________________________
Second staff witness signs that notes were taken fairly:
Witness name/signature: _________________________________
12) Evidence protection and chain-of-custody (mandatory)
Immediately after interview:
Upload recording to secure storage [ ]
Do not keep only on phone [ ]
Do not edit the file [ ]
Create a checksum/hash if your IT policy uses it [ ]
Record who has access (need-to-know) [ ]
Storage location: __________________________________________
Access level: Internal [ ] Restricted [ ] Sacred-Restricted [ ]
13) After-interview actions (choose what applies)
Verification tasks opened:
External letter verification (T-TK004) [ ]
Private message integrity check (T-TK009) [ ]
Witness protection / intimidation case (T-TK010) [ ]
Access restriction (T-TK002) [ ]
Incident report filed [ ]
Board review scheduled [ ] Date: ____ / ____ / ______
Short action note (1–2 lines):
14) Publication rule (strict)
No interview content may be published or shared publicly unless:
Board delegate approves, and
T-TK006 Publication Approval Workflow is completed, and
privacy/sacred restrictions are respected.
15) Attachments checklist
Interview notes [ ]
Audio/video file reference [ ]
Consent record [ ]
Signature page [ ]
Evidence shown list [ ]
Follow-up task list [ ]
Filed by: _______________________ Date: ____ / ____ / ______
Reviewed by (Head/Security/Board delegate): ______________ Date: ____ / ____ / ______
Signature: _________________________