THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T159
Template Title: Legal & Registration Documents Checklist
Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs), Cases 21–35
Linked Templates / Policies: T151 (Organisational Chart Update), T152 (Board & Committee Register), T153 (Board Minutes), Document Control Policy, Institutional Policies for Relic Stewardship
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 we use this checklist)
This checklist makes sure our legal and registration paperwork is complete, valid, and not expired.
2) Checklist summary (at-a-glance)
Total documents checked: ______
Present and valid: ______
Missing: ______
Expired / near expiry (next 90 days): ______
Overall status (tick): Complete [ ] Mostly complete [ ] High risk (many missing/expired) [ ]
3) How to mark each item
Required? Yes [ ] No [ ]
Present? Yes [ ] No [ ]
Status: Valid [ ] Expired [ ] Near expiry [ ] Not sure [ ]
If missing: write action + deadline.
4) Main checklist (one row per document)
Copy this block for each document.
Document Item #____
Document name: ______________________________________________
Category (tick): Registration [ ] Governance [ ] Tax/Finance [ ] Permits [ ] Insurance [ ] HR [ ] Data/Privacy [ ] Contracts/MoUs [ ] Other [ ]
Required? Yes [ ] No [ ] (Why/Rule: ____________________________)
Present? Yes [ ] No [ ]
Status: Valid [ ] Expired [ ] Near expiry [ ] Not sure [ ]
Issue date: ____ / ____ / ______
Expiry date (if any): ____ / ____ / ______
Responsible person (name/role): _______________________________
Storage location (cabinet/folder + digital path): ________________
Missing / follow-up action (if needed): _________________________
Deadline for action: ____ / ____ / ______
Verified by (name/role): __________________ Date: //____
5) Suggested categories and required documents (starter list)
Tick, then fill a “Document Item” block for each one that applies to your country.
A) Registration and identity
Certificate of registration / incorporation [ ]
Charity / foundation / NGO registration (if used) [ ]
Museum registration / recognition (if required) [ ]
Official address proof / office lease (if needed for registration) [ ]
Official stamp / seal record (if used) [ ]
B) Governance and authority
Constitution / bylaws [ ]
Board appointment letters / resolutions [ ]
Board & committee membership register (link to T152) [ ]
Board meeting minutes file (link to T153) [ ]
Signing authority list (who can sign contracts/MoUs) [ ]
Conflict-of-interest declarations (annual) [ ]
C) Tax and finance
Tax registration number / certificate [ ]
Bank account opening documents and signatories list [ ]
Annual financial statements / audit report (if required) [ ]
Donation receipt format approval (if required) [ ]
D) Permits and compliance
Operating license / local authority permit (if required) [ ]
Fire safety certificate / inspection record [ ]
Building safety / occupancy approval (if required) [ ]
Import/export or customs permits (if cross-border objects are involved) [ ]
E) Insurance (if used)
Property insurance policy [ ]
Public liability insurance policy [ ]
Transport/loan insurance policy (if relics travel) [ ]
F) Employment and people
Staff contracts templates (approved) [ ]
Volunteer agreement templates (approved) [ ]
Staff/volunteer ID rules (if used) [ ]
Background check rules (if required by law or policy) [ ]
G) Data and privacy
Data protection / privacy notice (if required) [ ]
Consent form for photos/video (if used) [ ]
Cyber / IT access register (admin accounts list) [ ]
H) Contracts and partnerships
Standard MoU template pack (T24) [ ]
Active MoUs list (with start/end dates) [ ]
Key supplier contracts (security, cleaning, conservation) [ ]
I) Sacred-Restricted / relic-related governance (only if applicable)
Relic custody and access authorisation record [ ]
Chain-of-custody log template [ ]
Restricted information handling rules [ ]
Emergency plan (security + disaster) [ ]
6) Expiry watchlist (quick control)
List documents that expire soon.
Watchlist #1
Document name: __________________________
Expiry date: ____ / ____ / ______
Responsible person: _______________________
Action needed: ____________________________
Watchlist #2
Document name: __________________________
Expiry date: ____ / ____ / ______
Responsible person: _______________________
Action needed: ____________________________
(Add more as needed.)
7) Decisions and follow-up
Issues that need Board approval? Yes [ ] No [ ]
If Yes, list: _____________________________________________________Immediate risks (missing/expired critical documents):
Next follow-up meeting/date: ____ / ____ / ______
Owner for follow-up (name/role): _______________________________
8) Signatures and filing
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Checked by (Director / Governance): _____________ Signature: __________ Date: //____
File location (cabinet/folder + digital path): __________________________
Checklist version / code: ____________________ Effective date: //____
