THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T173
Template Title: Archive & Records Classification Form (Public / Internal / Sacred-Restricted)
Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs) (also link G/H if records protect against loss and support ethical practice)
Linked Templates / Policies: Document Control Policy, T162 (SOP Cover Sheet), T159 (Legal Docs Checklist), Data/Privacy Rules, Relic Safeguarding Policy
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 form)
This form classifies a file as Public, Internal, Restricted, or Sacred-Restricted.
It helps protect sensitive information and keeps records organised.
2) File identification (required)
File code / reference ID: _______________________________
File title: _____________________________________________
File type (tick): Paper [ ] Digital [ ] Photo [ ] Video [ ] Audio [ ] Email [ ] Object record [ ] Other: ______
Format (if digital): PDF [ ] DOCX [ ] XLSX [ ] JPG/PNG [ ] MP4 [ ] Other: ______
Owner unit / department: _________________________________
Prepared by (name/role): _________________________________
Date created: ____ / ____ / ______
Version (if any): v_____
Location (cabinet/folder + digital path): __________________________
3) Classification level (choose one)
Select the level (tick one):
Public [ ] (can be shared with the public)
Internal [ ] (for staff/volunteers only)
Restricted [ ] (limited staff only; approval needed)
Sacred-Restricted / Sensitive [ ] (very limited; includes relic security/access details)
Reason for classification (short):
Who can access (roles only, not personal names):
Sharing allowed?
External sharing allowed: Yes [ ] No [ ]
If Yes, conditions (what must be removed/hidden first): __________________Public posting allowed (website/social): Yes [ ] No [ ]
4) Content risk check (tick all that apply)
This file includes:
Personal data (staff/donor/visitor info) [ ]
Financial data (bank, budgets, contracts) [ ]
Legal documents (registration, disputes, court, police) [ ]
Security details (keys, alarms, camera positions, schedules) [ ]
Relic custody / access / movement details [ ]
Scientific test results / sensitive research [ ]
Partner confidential information [ ]
Photos/video of restricted areas [ ]
Other sensitive content: __________________________ [ ]
If any box is ticked, explain the main risk (1–3 lines):
5) Retention period (how long we keep it)
Retention period (tick):
1 year [ ] 3 years [ ] 5 years [ ] 7 years [ ] 10 years [ ] Permanent [ ] Other: ____Retention rule source (tick): Law/regulator [ ] Museum policy [ ] MoU/contract [ ] Best practice [ ] Other: ____
Retention start date (tick): Created date [ ] Closed date [ ] End of project [ ] Other: ____
Planned disposal / review date: ____ / ____ / ______
If Permanent, reason: ___________________________________________
6) Handling and storage rules (controls)
A) Storage
Primary storage: Cabinet [ ] Archive room [ ] Server [ ] Cloud [ ] Other: ____
Backup needed? Yes [ ] No [ ]
If Yes, backup location: ____________________________________________
B) Copy control
Controlled copies allowed? Yes [ ] No [ ]
If Yes, list copy holders (roles/units): _______________________________Printing allowed? Yes [ ] No [ ]
Photography/scanning allowed? Yes [ ] No [ ]
C) Special rules (if Sacred-Restricted)
Must be stored in locked archive or encrypted folder: Yes [ ] No [ ]
Access log required (who accessed + date): Yes [ ] No [ ]
Two-person rule for access (if needed): Yes [ ] No [ ]
Notes: ____________________________________________________________
7) Review and re-classification
Next review date: ____ / ____ / ______
Can this file be downgraded later (e.g., Restricted → Internal)? Yes [ ] No [ ]
If Yes, conditions to downgrade: _____________________________________
8) Approval (who classifies)
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Records/Archive officer): ___________ Signature: __________ Date: //____
Reviewed by (Security / Doctrinal/Ethics, if needed): __________ Signature: __________ Date: //____
Approved by (Director / Authority): _____________ Signature: __________ Date: //____
9) Filing (records control)
Form filed with the record? Yes [ ] No [ ]
Filing location (cabinet/folder + digital path): __________________________
Classification register updated? Yes [ ] No [ ]
Notes: __________________________________________________________
