THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T215
Template Title: Multi-Lab Cooperation Dossier Summary Sheet
Related Research Case IDs / Cluster: Cluster E (Science, Testing, Misinformation), Cases 46–65 (also link C for MoUs; F if disputes; H for governance model)
Linked Templates / Policies: T214 (Risk Assessment for Testing Proposal), Scientific Verification SOP, T156 (MoU Concept Note) / T24 (Full MoU), T168 (Steering Committee Minutes), T163 (Risk Register Entry), T213 (Media Interview Prep), T190 (Media Approval), T173 (Records Classification), Chain-of-Custody 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 we use this sheet)
This sheet gives a clear overview of a multi-lab cooperation for testing or study.
It lists the labs, roles, timeline, and shared rules. It supports truth, respect, and safety.
2) Dossier identity (basic details)
Dossier title / short name: ________________________________________
Dossier ID / code: _______________________________________________
Related object/relic case ID (internal): _____________________________
Testing purpose (tick): Conservation care [ ] Material ID [ ] Authentication concern [ ] Rumour response [ ] Research [ ] Other: ____
Link to risk assessment (T214 ID): _________________________________
Start date planned: ____ / ____ / ______
End date planned: ____ / ____ / ______
Short summary (2–4 lines, non-sensitive):
3) Labs involved (labs list)
(Use one row per lab. Add pages if needed.)
Lab 1
Lab/institution name: _____________________________________________
Country/city: _________________________________________________
Main contact (name/title): ________________________________________
Email/phone: _________________________________________________
Lab role (tick): Lead lab [ ] Support lab [ ] Independent review [ ] QA/check [ ] Other: ____
Main method area (high level): ____________________________________
Legal status/credential (short): ___________________________________
Conflict-of-interest check done? Yes [ ] No [ ] Notes: _______________
Lab 2
Lab/institution name: _____________________________________________
Contact: ________________________________________________________
Role: ___________________________________________________________
Method area: _________________________________________________
COI check done? Yes [ ] No [ ] Notes: ______________________________
Lab 3 (optional)
Lab/institution name: _____________________________________________
Contact: ________________________________________________________
Role: ___________________________________________________________
4) Roles and responsibilities (who does what)
HSWAGATA roles
Dossier owner (name/role): _______________________________________
Science/verification lead: ________________________________________
Conservation lead: ______________________________________________
Doctrinal/ethics advisor: _________________________________________
Security/chain-of-custody lead: ___________________________________
Communications lead (if needed): _________________________________
Lab roles (summary)
Lead lab duties (tick): Plan test steps [ ] Set QA rules [ ] Collect results [ ] Draft joint report [ ] Other: ____
Support lab duties: _______________________________________________
Independent reviewer duties: ______________________________________
Decision authority for key changes (tick):
Director [ ] Board [ ] Abbot/Sangha authority [ ] Joint Steering Committee [ ] Other: ____
5) Timeline (key dates and milestones)
Milestone 1: ______________________________ Date: //____ Owner: __________
Milestone 2: ______________________________ Date: //____ Owner: __________
Milestone 3: ______________________________ Date: //____ Owner: __________
Milestone 4: ______________________________ Date: //____ Owner: __________
Milestone 5 (final report): ________________ Date: //____ Owner: __________
Meetings planned (tick): Weekly [ ] Monthly [ ] At milestones [ ] Other: ____
Minutes template to use: T168 [ ] / T153 [ ]
6) Shared rules (must agree before work starts)
Tick and add notes. These rules protect faith, heritage, and peace.
A) Respect and boundaries
No disrespectful handling or language. Yes [ ]
No Sacred-Restricted security details shared. Yes [ ]
No public “prove/disprove faith” framing. Yes [ ]
B) Testing limits
Non-destructive first (if possible). Yes [ ]
No sampling/destructive testing unless top approval is recorded. Yes [ ]
Approval reference (if ever): ______________________________________
C) Chain-of-custody and access
One clear chain-of-custody record used for all moves. Yes [ ]
Only named authorised persons may handle/transport. Yes [ ]
Transport rules agreed (secure packing, logs). Yes [ ]
D) Data and reporting rules
Shared file system agreed (location/path): __________________________
File naming rule agreed: __________________________________________
Raw data access limited to approved team. Yes [ ]
All changes tracked (version control). Yes [ ]
E) Confidentiality and classification
Classification (T173) for this dossier: Internal [ ] Restricted [ ] Sacred-Restricted [ ]
Labs agree not to share without written approval. Yes [ ]
F) Publication and media rules
No media interviews without comms approval (T213). Yes [ ]
No posts without content approval (T190). Yes [ ]
Publication plan agreed (tick): No publication [ ] Joint paper [ ] Public summary only [ ] Other: ____
G) Disagreement rule
If labs disagree, we record differences calmly and do not hide them. Yes [ ]
Final report will show limits and uncertainty clearly. Yes [ ]
7) Coordination and governance (how we manage the cooperation)
Steering group name: _____________________________________________
Members (roles only): ____________________________________________
Meeting schedule: _______________________________________________
Decision method (tick): Consensus [ ] Vote [ ] Lead lab decides [ ] HSWAGATA decides [ ] Other: ____
Escalation path (if serious issue): _________________________________
8) Risks and controls (summary)
(Use T214 for full assessment; summarise here.)
Risk 1: ______________________________ Level: Low [ ] Med [ ] High [ ]
Control: ___________________________________________________________
Link to T163 risk entry? Yes [ ] No [ ] Risk ID: _______________________
Risk 2: ______________________________ Level: Low [ ] Med [ ] High [ ]
Control: ___________________________________________________________
9) Outputs and deliverables (what we expect)
Tick and describe.
Joint test plan (high level) [ ] Due: //____
Condition/conservation note [ ] Due: //____
Lab reports (per lab) [ ] Due: //____
Joint summary report (public-safe version) [ ] Due: //____
Data package (restricted) [ ] Due: //____
FAQ updates needed (T212) [ ] Yes [ ] No [ ]
Where final outputs will be stored (path): __________________________
10) Approvals (sign-off)
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Science/Verification): _____________ Signature: __________ Date: //____
Reviewed by (Conservation): ____________________ Signature: __________ Date: //____
Reviewed by (Doctrinal/Ethics): ________________ Signature: __________ Date: //____
Reviewed by (Security/Chain-of-custody): _______ Signature: __________ Date: //____
Approved by (Director/Authority/Board): _________ Signature: __________ Date: //____
11) Filing
File code / reference ID: ____________________
File location (cabinet/folder + digital path): __________________________
Retention period: 3 years [ ] 5 years [ ] 10 years [ ] Permanent [ ] Other: ____
