THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T203
Template Title: Testing MoU & Data Governance Summary Sheet
Related Research Case IDs / Cluster: Cluster E – Science, Testing, Misinformation (E46–E65)
Linked Templates / Policies: T201 Sample Request, T202 Lab Pre-Screening, T204 Chain-of-Custody, T205 Transport, T206 Result Receipt, 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
FIELDS (Summary before full MoU)
1) Parties and Scope (Basic)
HSWAGATA unit / department: __________________________________
Partner lab / institution name: _________________________________
Partner address / country: _____________________________________
HSWAGATA main contact (name/role/email): ________________________
Partner main contact (name/role/email): __________________________
Project title (short): __________________________________________
Relic ID(s) / Sample ID(s): _____________________________________
Work type: Non-invasive only [ ] Sampling (link to approved T201) [ ]
If sampling: T201 approval reference no.: ______________________
2) Data Owner (Who owns and controls data?)
Tick one and write details:
Data owner is HSWAGATA [ ]
Data owner is Shared [ ]
Data owner is Partner lab [ ] (only with Board approval) [ ]
Details (who can decide access, sharing, and deletion):
3) Data Types (What data will be made?)
Tick all that apply:
Lab report (PDF) [ ]
Raw instrument files [ ]
Images (microscope/scans) [ ]
Notes / logs [ ]
Metadata (sample labels, settings) [ ]
Other: __________________________
Expected file naming rule (example):
RelicID_SampleID_Method_Date_Version = __________________________________
4) Data Storage (Where and how is data stored?)
Storage location (server / cloud / physical drive): __________________
Storage country (important for law): _______________________________
Security method (tick): Password [ ] Encryption [ ] Secure portal [ ] Other: ____
Access list attached (names/roles): Yes [ ] No [ ]
Backup plan confirmed: Yes [ ] No [ ]
Retention period (how long kept): ______ months / ______ years
Deletion / return rule at end: Return to HSWAGATA [ ] Delete [ ] Archive [ ]
Details: ______________________________________________________
5) Publication Rules (Papers, talks, media, posts)
Publication allowed? Yes [ ] No [ ]
If Yes, tick and fill:HSWAGATA must approve before any public release [ ]
Drafts shared with HSWAGATA at least ____ days before submission [ ]
Co-authorship / acknowledgement rule: ___________________________
Photos of relic/sample allowed in public? Yes [ ] No [ ]
If Yes, limits (no close-ups / no sacred angles / no location info): ________
Press/media statements handled by HSWAGATA spokesperson only: Yes [ ] No [ ]
Social media posting by lab is not allowed without written permission: Yes [ ] No [ ]
6) Confidentiality and “Sacred-Restricted” Handling
Confidentiality level for this project: Internal [ ] Restricted [ ] Sacred-Restricted [ ]
Who may see results inside HSWAGATA (list roles): __________________
Who may see results outside HSWAGATA (if any): ___________________
Special handling rules (short): ___________________________________
7) Dispute Process (How we solve problems)
Step 1: Technical discussion
Named persons (HSWAGATA / Partner): ____________________________
Time limit to respond: ____ working days
Step 2: Internal review / mediation
Review group (science + conservation + ethics/security): _____________
Time limit: ____ working days
Step 3: Formal process
Jurisdiction / governing law (if needed): ___________________________
Arbitration/court option (tick): Arbitration [ ] Court [ ] Not set [ ]
8) Deliverables and Timeline
Expected deliverables (list): _____________________________________
Report due date: ____ / ____ / ______
Interim update dates (if any): ___________________________________
Final data handover date: ____ / ____ / ______
9) Sign-off to Draft Full MoU
Proceed to full MoU drafting: Yes [ ] No [ ]
Conditions before drafting (if any): ______________________________
Prepared by: ______________________________ Date: //____
Reviewed by (Science Dept Head): ____________ Date: //____
Reviewed by (Admin/Partnerships): ___________ Date: //____
Approved by (Director/Board as required): _____ Date: //____
