THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T217
Template Title: Data Storage & Access Register (Testing Files)
Related Research Case IDs / Cluster: Cluster E (Science, Testing, Misinformation), Cases 46–65
Linked Templates / Policies: T173 (Archive & Records Classification), Scientific Verification SOP, Chain-of-Custody SOP, T215 (Multi-Lab Dossier Summary), T216 (Ethics & Consent Review), T213 (Media Interview Prep), T190 (Media Approval), Data/Privacy Rules
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 register)
This register tracks testing files (photos, lab data, reports).
It shows where files are stored, who can access them, and how backups are done.
2) Register control (who manages this register)
Register owner (name/role): ______________________________________
Backup owner (name/role): ________________________________________
Register location (folder/cabinet/path): ____________________________
Review cycle (tick): Monthly [ ] Quarterly [ ] After each project [ ] Yearly [ ]
Last review date: ____ / ____ / ______
Next review date: ____ / ____ / ______
3) Simple rules (must follow)
Tick to confirm these rules are applied:
Files are not stored on personal phones/laptops/USB. [ ]
Files are shared only with approved people and approved labs. [ ]
Sacred-Restricted files are stored in the highest security storage. [ ]
Access is “need-to-know” only. [ ]
Public posts or media sharing need separate approval (T190/T213). [ ]
4) Access levels (choose one per file)
Use the same words in each entry:
Public (rare for testing files): can be shared openly.
Internal: staff use only.
Restricted: limited staff + named roles only.
Sacred-Restricted / Sensitive: very limited access; extra control.
5) Data storage & access entries (main table)
(Use one entry per file set. Add pages as needed.)
Entry 1
File code / ID: ______________________________________________
File title (short): ___________________________________________
File type (tick): Photo [ ] Video [ ] Audio [ ] Notes [ ] Raw lab data [ ] Report [ ] Consent proof [ ] Chain-of-custody record [ ] Other: ____
Related project/dossier ID (T215 if any): ________________________
Related consent/risk refs (T216/T214 IDs): ________________________
Date created/received: ____ / ____ / ______
Created by / source (role or lab name): ___________________________
Storage location (where it is kept)
Primary location (system + path/cabinet): __________________________
Physical copy exists? Yes [ ] No [ ]
If Yes, physical location: ______________________________________
Classification and access
Classification (T173): Public [ ] Internal [ ] Restricted [ ] Sacred-Restricted [ ]
Access level (must match above): _________________________________
People allowed (names or roles):
__________________________ 2) __________________________
__________________________ 4) __________________________
External lab access allowed? Yes [ ] No [ ]
If Yes, lab name + scope (what they can see): ______________________Access approval required from (tick): Unit Head [ ] Director [ ] Board [ ] Security lead [ ] Other: ____
Controls
Password/encryption used? Yes [ ] No [ ]
Two-factor login used (if available)? Yes [ ] No [ ]
Download/print allowed? Yes [ ] No [ ]
If Yes, limits: _________________________________________________
Backup
Backup exists? Yes [ ] No [ ]
Backup location: _______________________________________________
Backup method (tick): Automatic [ ] Manual [ ]
Backup frequency: Daily [ ] Weekly [ ] Monthly [ ] Other: ____
Last backup date: ____ / ____ / ______
Retention
Retention period (tick): 1 year [ ] 3 years [ ] 5 years [ ] 10 years [ ] Permanent [ ]
Planned archive/secure delete date (if not permanent): ____ / ____ / ______
Notes (short):
Entry 2
File code / ID: ______________________________________________
File title: _________________________________________________
File type: Photo [ ] Video [ ] Notes [ ] Raw lab data [ ] Report [ ] Other: ____
Primary location: ____________________________________________
Classification (T173): Internal [ ] Restricted [ ] Sacred-Restricted [ ]
People allowed (names/roles): ____________________________________
Backup location + last backup date: ________________________________
Notes: ______________________________________________________
(Add more entries as needed.)
6) Access change record (when people are added/removed)
Use this section when access permissions change.
Change #1
Date: ____ / ____ / ______
File code/ID: ______________________________________________
Change (tick): Add access [ ] Remove access [ ] Change level [ ] Move file [ ]
Person/role affected: ________________________________________
Reason (short): _____________________________________________
Approved by (name/role): __________________ Signature: ________
Change #2
Date: ____ / ____ / ______
File code/ID: ______________________________________________
Change: Add [ ] Remove [ ] Change level [ ] Move [ ]
Approved by: ___________________________ Signature: ________
7) Incident note (if data is lost, leaked, or wrongly shared)
Tick if any incident happened: Yes [ ] No [ ]
If Yes:
Date: ____ / ____ / ______
What happened (short, factual): ___________________________________
Immediate action taken: __________________________________________
Who was informed (roles): ________________________________________
Risk register entry made (T163)? Yes [ ] No [ ] Risk ID: _____________
8) Sign-off and filing
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Science/Verification lead): ________ Signature: __________ Date: //____
Reviewed by (Security/Data custodian): __________ Signature: __________ Date: //____
Approved by (Director/Authority, if needed): ____ Signature: __________ Date: //____
File code / reference ID: ____________________
Classification recommended (T173): Internal [ ] Restricted [ ] Sacred-Restricted [ ]
File location (cabinet/folder + digital path): __________________________
