Template No.: T-TK020 Template Title: After-Action Review Template (Lessons Learned Review Delayed)
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T-TK020
Template Title: After-Action Review Template (Lessons Learned Review Delayed)
Related Research Case IDs / Cluster: TK-020 / Cluster H (Synthesis & Normative Models)
Linked Templates / Policies: Incident Reporting Form; T-TK006 Publication Approval Workflow; T-TK019 Rumor Response Plan; T-TK017 Response Tracking Form; Policy Update Log; Training & Audit Schedule
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 After-Action Review (AAR) records lessons learned after an event or case.
It is used when the review was delayed, missing, or incomplete.
Goals:
Learn and improve, not blame.
Fix gaps in policy, training, and security.
Keep clear meeting minutes and action tracking.
2) When to use this AAR
Tick any:
Incident happened (security, conflict, rumor, testing issue) [ ]
A public mistake happened (wrong post, early publication) [ ]
A letter/report process failed (silence/reject) [ ]
Relic movement/testing had a problem [ ]
AAR was not done within time [ ]
Other: ______________________________________ [ ]
AAR expected date: ____ / ____ / ______
AAR actual date: ____ / ____ / ______
Delay length: ______ days
Reason for delay (tick):
No meeting scheduled [ ] Staff change [ ] Fear/conflict [ ] Lack of time [ ] Waiting for reply [ ] Other: ______
3) Case / event information
Case/Event name: __________________________________________
Related case IDs (if any): _________________________________
Event date/time: ____ / ____ / ______ _______
Location: _________________________________________________
Short summary (1–2 lines, facts only):
Risk level at the time:
Low [ ] Medium [ ] High [ ] Critical [ ]
4) AAR meeting details (minutes header)
Meeting date/time: ____ / ____ / ______ _______
Meeting place: ____________________________________________
Chair / facilitator: _______________________________________
Minute taker: _____________________________________________
Participants (names/roles):
__________________________ 2) __________________________
__________________________ 4) __________________________
__________________________ 6) __________________________
Absent (important roles missing):
Confidentiality reminder read aloud: Yes [ ] No [ ]
5) What was the plan (before the event)?
What should have happened (short bullets):
Which SOP/policy should have been followed?
6) What actually happened (timeline)
Write a simple timeline.
| Date/Time | What happened (facts) | Who was involved | Evidence/record |
|---|---|---|---|
7) What went well (keep)
List 3–7 items:
8) What did not go well (fix)
List 3–7 items:
9) Why it happened (simple root causes)
Tick and explain briefly:
Policy unclear [ ] _________________________________________
Staff not trained [ ] ______________________________________
No approval record [ ] ____________________________________
Poor communication [ ] _____________________________________
Evidence not protected [ ] _________________________________
Access control weak [ ] ____________________________________
Outside pressure / intimidation [ ] _________________________
Government/institution silent or rejected letter [ ] ________
Other [ ] ________________________________________________
10) Impact check (what harm or risk happened)
Tick any that apply:
Relic security risk increased [ ]
Public trust damaged [ ]
Rumor/misinformation increased [ ]
Staff safety risk [ ]
Partner relationship harmed [ ]
Data/privacy risk [ ]
Financial/donation risk [ ]
Other: ____________________________________ [ ]
Short impact note (1–2 lines):
11) Decisions and action plan (the most important part)
Rule: Every action must have an owner and a due date.
| Action to fix (clear) | Owner (name/role) | Due date | Priority (H/M/L) | Status (Open/Done) | Proof link |
|---|---|---|---|---|---|
12) Policy, SOP, and training updates
Tick what must be updated:
Update SOP / template [ ] Which one: _______________________
New checklist needed [ ] Title: ____________________________
Training needed [ ] Topic: ________________________________
Audit needed [ ] Area: ____________________________________
Access rules changed [ ] Details: __________________________
Communication rules changed [ ] Details: ___________________
Policy update owner: __________________ Due date: //______
13) Communication and public statement control
Was any public correction needed? Yes [ ] No [ ]
If yes, tools used:
T-TK019 Rumor Response Plan [ ]
T-TK005 Public Correction Procedure [ ]
T-TK006 Publication Approval Workflow [ ]
Approved spokesperson (name/role): _________________________
Key message (1–2 lines):
14) “Delayed review” prevention rule (set the next control)
Next AAR follow-up meeting date: ____ / ____ / ______
Reminder owner (who must schedule): ________________________
Escalation if delayed again:
If not held by the due date → notify Department Head [ ]
If still not held after 7 days → notify Board delegate [ ]
15) Attachments checklist
Incident report [ ]
Meeting minutes notes [ ]
Evidence list / screenshots / letters [ ]
Approval records [ ]
Action tracker proof [ ]
Stored at secure location: __________________________________
Access level: Internal [ ] Restricted [ ] Sacred-Restricted [ ]
16) Signatures
Prepared by: _______________________ Signature: __________ Date: ____ / ____ / ______
Chair/Facilitator: __________________ Signature: __________ Date: ____ / ____ / ______
Board delegate (if High/Critical): ___ Signature: __________ Date: ____ / ____ / ______