THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T175
Template Title: Handover / Transition Note for Key Roles (Staff / Monks / Custodians)
Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs) (also link G if risk of neglect/loss; F if conflict risk)
Linked Templates / Policies: T151 (Organogram Update), T152 (Board/Committee Register), T153 (Board Minutes), T159 (Legal Docs Checklist), T173 (Records Classification), T163 (Risk Register), T161 (Delegation of Authority)
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 note)
This note supports a safe and clear handover when a key role changes (staff, volunteer lead, or monk/custodian).
It reduces loss, confusion, and unfinished work.
2) Transition details (who is moving)
Outgoing person
Full name: ______________________________________________
Role/title: _______________________________________________
Unit/Department: _________________________________________
Last working day / last duty day: ____ / ____ / ______
Contact after leaving (if allowed): _________________________
Incoming person
Full name: ______________________________________________
Role/title: _______________________________________________
Unit/Department: _________________________________________
Start date: ____ / ____ / ______
Supervisor / reporting line: _______________________________
Handover meeting
Date: ____ / ____ / ______
Place/platform: __________________________________________
People present (names/roles): ______________________________
3) Role summary (what this role is responsible for)
Write short bullets (5–10).
Boundaries (what this role must NOT do):
4) Key tasks (daily/weekly/monthly)
A) Daily / routine tasks
B) Weekly tasks
C) Monthly / periodic tasks
Key dates in the year (events, inspections, reports):
5) Open issues and pending work (important)
List each open issue, who owns it, and the next step.
Open Issue #1: ______________________________________________
Status (tick): Open [ ] In progress [ ] Waiting [ ]
Next step: ________________________________________________
Owner (incoming / other): _________________________________
Deadline: ____ / ____ / ______
Risk level: Low [ ] Medium [ ] High [ ]
Link to file/ref (if any): _________________________________
Open Issue #2: ______________________________________________
Status: Open [ ] In progress [ ] Waiting [ ]
Next step: ________________________________________________
Owner: _________________________________________________
Deadline: ____ / ____ / ______
Risk level: Low [ ] Medium [ ] High [ ]
(Add more as needed.)
6) Active files, archives, and records list (what to hand over)
A) Key working files (current)
File/Folder 1: ______________________________________________
File code (if any): __________________
Location (cabinet/folder + digital path): __________________________
Classification (tick): Public [ ] Internal [ ] Restricted [ ] Sacred-Restricted [ ]
File/Folder 2: ______________________________________________
File code: __________________
Location: _________________________________________________
Classification: Public [ ] Internal [ ] Restricted [ ] Sacred-Restricted [ ]
B) Key archive files (history / reference)
Archive item 1: _____________________________________________
File code: __________________
Location: _________________________________________________
Classification: Public [ ] Internal [ ] Restricted [ ] Sacred-Restricted [ ]
Retention period / review date (if known): __________________________
(Add more as needed.)
Records classification updated (T173) if needed? Yes [ ] No [ ]
7) Access, keys, accounts, and authority (control list)
If Sacred-Restricted, list only what is necessary and follow safe handling rules.
A) Physical keys / access items
Key/access item: _______________________ Returned [ ] Transferred [ ] Not applicable [ ]
Date: //____ Witness: ______________________Key/access item: _______________________ Returned [ ] Transferred [ ] Not applicable [ ]
Date: //____ Witness: ______________________
B) Digital accounts / systems
System/account: __________________________
Access changed? Yes [ ] No [ ] Date: //____
New access holder (role only if sensitive): _________________________
System/account: __________________________
Access changed? Yes [ ] No [ ] Date: //____
C) Delegation and signing limits
Does this role have signing/approval authority (T161)? Yes [ ] No [ ]
If Yes, describe scope/limit: ________________________________________Authority removed from outgoing person? Yes [ ] No [ ] Date: //____
8) Current partners, contacts, and regular meetings
List important people outside and inside.
Contact 1 (name/role/org): _________________________________
Topic: _____________________ Email/phone: ________________
Next meeting date (if known): //____
Contact 2 (name/role/org): _________________________________
Topic: _____________________ Email/phone: ________________
Active MoUs / agreements linked to this role:
MoU/project name: ____________________ Review date: //____
MoU/project name: ____________________ Review date: //____
9) Assets and resources (what is used in the role)
Asset 1: __________________________ Location: _______________________ Condition: Good [ ] OK [ ] Needs repair [ ]
Asset 2: __________________________ Location: _______________________ Condition: Good [ ] OK [ ] Needs repair [ ]
Consumables / supplies to check: _____________________________________
10) Lessons and advice (short, practical)
What works well (keep doing): _____________________________________
What to improve (be careful): _____________________________________
Common risks in this role: ________________________________________
Safety / safeguarding reminders: ___________________________________
11) Final handover confirmation (sign-off)
Outgoing person statement:
I have handed over the key tasks, open issues, and file list as written above.
Name: __________________________ Signature: __________ Date: //____
Incoming person statement:
I have received the handover and understand the key tasks and open issues.
Name: __________________________ Signature: __________ Date: //____
Supervisor / witness statement:
I confirm this handover was completed and access/authority controls were updated.
Name/role: ______________________ Signature: __________ Date: //____
12) Filing
File location (cabinet/folder + digital path): __________________________
Document version / code: ____________________ Effective date: //____
