THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T156
Template Title: Cross-Site Relic MoU Concept Note (Short) – Pre-T24 Outline
Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs), Cases 21–35 (also link if relevant: E / F / G)
Linked Templates / Policies: T24 (Full MoU Pack), T155 (Policy Drafting Cover Sheet), T153 (Board Minutes), Security & Relic Access Policy, Scientific Verification Policy, Transport/Loan SOP
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 (why this concept note exists)
This is a short early outline for a cross-site relic MoU.
Use this before writing the full MoU in T24.
2) Partner summary (who will join)
Lead organisation (HSWAGATA / other): ________________________________
Partner organisation(s) (legal name): ________________________________
Partner type (tick): Museum [ ] Temple [ ] University [ ] Government [ ] NGO [ ] Other: ______
Sites / locations involved (city + country):
Site A: ____________________________________
Site B: ____________________________________
Site C (if any): _____________________________
Main contact persons
Lead contact (name/role/email/phone): __________________________________
Partner contact (name/role/email/phone): ________________________________
Authority to sign (who can sign for each side):
Lead: ____________________________________
Partner: __________________________________
3) Aim and scope (what we want to do)
Short aim (1–2 sentences):
Scope (tick all that apply):
Relic loan (temporary) [ ]
Joint exhibition / shared display [ ]
Conservation support / training [ ]
Research / documentation [ ]
Ceremony / public education program [ ]
Emergency safeguarding support [ ]
Other: __________________________________ [ ]
Time period proposed: Start //____ End //____ (or “open-ended”) __________
Relic type / object(s) included (keep brief if sensitive):
Not included (clear boundary):
4) Key clauses (outline only)
Tick and add short notes. These will become full clauses in T24.
Definitions (relic terms, “custody”, “site”, “sacred-restricted”):
Notes: ______________________________________________________Status of relic(s) (ownership / stewardship / guardianship language):
Notes: ______________________________________________________Custody and control (who holds, who can access, approval steps):
Notes: ______________________________________________________Safeguarding and security (access levels, keys, CCTV, escorts, incident rules):
Notes: ______________________________________________________Transport and handling (packing, route secrecy, escorts, chain-of-custody log):
Notes: ______________________________________________________Condition checks (before/after reports, photos if allowed, conservation limits):
Notes: ______________________________________________________Scientific verification / testing (if any)
Allowed tests: ____________________ Not allowed: ____________________
Who approves tests: ____________________
Notes: ______________________________________________________Display and interpretation (respectful display, labels, visitor conduct rules):
Notes: ______________________________________________________Media and images (photos/video permissions; no misuse; approval process):
Notes: ______________________________________________________Donations and finances (who receives, how recorded, no pressure on visitors):
Notes: ______________________________________________________Data and records sharing (reports, scans, research outputs, privacy):
Notes: ______________________________________________________Dispute handling (step-by-step, calm process, mediation option):
Notes: ______________________________________________________Termination / return (when to end, safe return steps, emergency recall):
Notes: ______________________________________________________Legal and compliance (permits, customs, cultural heritage laws, insurance):
Notes: ______________________________________________________Confidentiality level (what can be public, what must stay restricted):
Notes: ______________________________________________________
5) Main risks (quick scan) and early controls
Use simple words. Add more risks if needed.
Risk 1: Security / theft / hostile acts
Level: Low [ ] Medium [ ] High [ ]
Early controls: _______________________________________________
Risk 2: Damage / conservation harm (heat, humidity, handling)
Level: Low [ ] Medium [ ] High [ ]
Early controls: _______________________________________________
Risk 3: Misinformation / false claims / public confusion
Level: Low [ ] Medium [ ] High [ ]
Early controls: _______________________________________________
Risk 4: Community conflict / contest over guardianship
Level: Low [ ] Medium [ ] High [ ]
Early controls: _______________________________________________
Risk 5: Legal / permit / customs problems
Level: Low [ ] Medium [ ] High [ ]
Early controls: _______________________________________________
Risk 6: Reputation and trust risk (public anger, loss of faith, scandal)
Level: Low [ ] Medium [ ] High [ ]
Early controls: _______________________________________________
Risk 7: Staff capacity and training gaps
Level: Low [ ] Medium [ ] High [ ]
Early controls: _______________________________________________
Emergency trigger (when we stop or recall the relic):
6) Doctrinal lens notes (Buddhist guidance for this MoU)
Write short notes. These are not legal clauses, but they guide decisions.
A) Respect and dignity
How will we protect reverence and avoid “showing off”?
Notes: ______________________________________________________
B) Non-harm and peace (non-violence)
How will we reduce conflict and fear in the community?
Notes: ______________________________________________________
C) Truthfulness and careful speech
What will we say publicly, and what must we not claim without proof?
Notes: ______________________________________________________
D) “Handful of leaves” focus (keep the work useful, not distracted)
What is the main helpful purpose of this MoU?
Notes: ______________________________________________________
E) Wise inquiry (Milinda-style thinking)
What questions must be answered before we agree?
Notes: ______________________________________________________
F) Intention matters (Abhidhamma idea)
What is our intention: service, learning, protection, harmony?
Notes: ______________________________________________________
Sangha / doctrinal advisor consulted? Yes [ ] No [ ]
If yes, name/role/date: _____________________________________________
7) Decisions needed (to move from concept note to T24)
Tick what is needed:
Board approval to start MoU drafting [ ]
Legal review needed [ ]
Security review needed [ ]
Conservation review needed [ ]
Science/verification review needed [ ]
Partner due diligence check [ ]
Budget confirmation [ ]
Timeline agreed [ ]
Target date to convert to full MoU (T24): ____ / ____ / ______
8) Attachments (if any)
Partner profile / letter of intent [ ]
Draft exhibition plan / program outline [ ]
Risk note / initial risk register [ ]
Photos / drawings (only if allowed) [ ]
Any permit guidance or legal notes [ ]
9) Sign-off (concept note only)
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Director / Governance): ____________ Signature: __________ Date: //____
Security review (if relevant): ___________________ Signature: __________ Date: //____
Conservation review (if relevant): _______________ Signature: __________ Date: //____
File location (cabinet/folder + digital path): __________________________
Document version / code: ____________________ Effective date: //____
