THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T-TK012
Template Title: Early-Warning Escalation Ladder (Early Warning Ignored)
Related Research Case IDs / Cluster: TK-012 / Cluster F (Conflicts, Security, Harm Prevention)
Linked Templates / Policies: T-TK010 Safe Reporting Route; T-TK011 Interview Handling SOP; T-TK009 Evidence Integrity Checklist; T-TK002 High-Risk Visitor Protocol; Incident Reporting Form; Data Protection & Confidentiality Policy; No-Gift Policy; Board Decision-Making Rules
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 ladder is used when someone gives an early warning (about fraud, fake letters, testing lies, access abuse, threats, or theft risk), but the warning is not acted on or is delayed.
Goals:
Act early to prevent harm.
Make sure warnings reach the right level (Duty Manager → Security → Board).
Keep clear records: who knew, when, and what action was taken.
Core rule: If risk is high, “waiting” is not an option.
2) What counts as an early warning
Tick any:
Plan to forge a letter / report [ ]
Plan to publish a false claim [ ]
Plan to pressure witnesses / silence people [ ]
Attempt to enter restricted area using a name/title [ ]
Request to move/handle relic without approval [ ]
Threats or harassment messages [ ]
Offer of bribe / gift to speed access [ ]
Missing inventory signs [ ]
Cyber/data risk (hacked, leaked, lost device) [ ]
Other: ______________________________________ [ ]
3) Early-warning record (minimum facts)
Case reference code: TK012--
Date/time warning received: ____ / ____ / ______ _______ (time)
Received by (name/role): __________________________________
Reporter/witness (optional): _______________________________
Safe contact method (optional): ____________________________
Warning summary (one line, facts only):
Evidence type:
Spoken [ ] Written [ ] Screenshot/chat [ ] Letter [ ] Call [ ] Other: ______
If private messages are evidence, use T-TK009 [ ]
If intimidation risk exists, use T-TK010 first [ ]
4) Risk level (choose one)
Low [ ] Medium [ ] High [ ] Critical [ ]
Risk reasons (tick):
Relic access risk [ ] Evidence forgery risk [ ] Public misinformation risk [ ] Staff safety risk [ ] Theft risk [ ] Legal risk [ ] Other: ______
5) Escalation ladder (who must be told, and by when)
Level 0 — Same moment (0–1 hour): Contain
Who acts: Staff on duty + Duty Manager
Actions (tick):
Stop special access immediately (apply T-TK002 if onsite) [ ]
Do not publish anything [ ]
Secure documents/screenshots (no editing) [ ]
Two-person rule in all meetings [ ]
Start an incident note (basic) [ ]
Notify:
Duty Manager notified [ ] Time: ______
Security Officer notified (if high/critical) [ ] Time: ______
Level 1 — Within 24 hours: Record + Verify
Who acts: Duty Manager + Security/Ethics lead
Actions (tick):
Open Incident Reporting Form [ ]
Assign Case Handler [ ] Name: __________________
Begin verification steps (T-TK004 / T-TK003 if needed) [ ]
Start witness safety steps (T-TK010) [ ]
Preserve evidence files in secure folder [ ]
Decision checkpoint (must tick one):
No action needed (low risk, documented) [ ]
Action needed (continue to Level 2) [ ]
Level 2 — Within 72 hours: Management decision
Who acts: Department Head + Security lead
Actions (tick):
Hold a short risk meeting (30–60 min) [ ]
Apply temporary controls:
Deny restricted access until verified [ ]
Suspend testing/discussion with the person [ ]
Restrict publishing rights [ ]
Restrict keys/cards/entry [ ]
Assign supervised contact only [ ]
If an admission interview is needed, use T-TK011 [ ]
Decision checkpoint:
Escalate to Board (High/Critical) [ ]
Handle at department level (Medium) [ ]
Close with documented reason (Low) [ ]
Level 3 — Board alert (High/Critical): Within 7 days or sooner
Who acts: Board Delegate / Director
Board must decide (tick):
Formal investigation [ ]
Access ban / restriction [ ]
Public correction plan (T-TK005) [ ]
Legal/security referral (if needed) [ ]
Independent expert review [ ]
Other: __________________________________ [ ]
Board decision date: ____ / ____ / ______
Board delegate name/signature: _____________________________
6) “If ignored” rule (mandatory)
If a staff member believes an early warning is being ignored, they must escalate:
Step A: Tell Duty Manager in writing (email/incident note) [ ]
Step B: If no action within 24 hours (for High/Critical), notify Security/Ethics lead [ ]
Step C: If still no action, notify Board Delegate (need-to-know, confidential) [ ]
No retaliation rule: reporting in good faith is protected.
7) Who-knew-when table (accountability log)
Fill this table as the case moves:
Person informed: __________________ Role: __________ Date/Time: __________ Method: ____
Person informed: __________________ Role: __________ Date/Time: __________ Method: ____
Person informed: __________________ Role: __________ Date/Time: __________ Method: ____
Person informed: __________________ Role: __________ Date/Time: __________ Method: ____
Actions taken (short):
8) Temporary safety controls checklist (quick)
Tick what applies:
Public area only access [ ]
No private meetings [ ]
Two staff present always [ ]
No relic handling/movement [ ]
No testing action started [ ]
No use of authority names [ ]
No publication / pause posts [ ]
CCTV check / time noted [ ]
Key/card access review [ ]
IT/data access review [ ]
9) Closure and lessons learned
Closure decision:
Closed (no risk) [ ]
Closed after action taken [ ]
Converted to formal case file [ ]
Lessons learned meeting held [ ] Date: ____ / ____ / ______
What changed after this case? (1–3 items)
10) Archive checklist
Incident form attached [ ]
Evidence list attached [ ]
Verification records attached [ ]
Who-knew-when table complete [ ]
Board decision record (if any) [ ]
Filed by: _______________________ Date: ____ / ____ / ______
Reviewed by (Head/Board delegate): ______________ Date: ____ / ____ / ______
Signature: _________________________
