Template No.: T229 Template Title: Document & Media Index Sheet (Conflict Evidence Register)
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T229
Template Title: Document & Media Index Sheet (Conflict Evidence Register)
Related Research Case IDs / Cluster: Cluster F – HGT Conflicts & Security (Cases 66–85)
Linked Templates / Policies: T226 (Overview), T227 (Chronology), T228 (Stakeholder Map), T230 (Evidence Assessment), T246 (Confidentiality Level Decision)
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 [ ]
A) Case details
Case ID: ___________________________ Related Case ID(s): _______________________
Main site/location: _________________________________________________
Index version: ________ Date updated: //______ Updated by (role): __________
Key rule: This sheet is an index. Keep originals safe. Do not edit originals.
B) Evidence ID rules (simple)
Use one ID per item.
Evidence ID format (example): F-CASEID-YYYYMMDD-###
Example: F-014-20251214-001
C) Evidence / Document / Media Index Table
(Use roles/codes, not full names. Link each item to timeline number in T227 when possible.)
| No. | Evidence ID | Item type (tick) | Title / short label | Date/time created (if known) | Date/time received | Source (role/code) | Channel (email/chat/letter/etc.) | Linked T227 Timeline No. | Verification status | Confidentiality level | Storage location (cabinet/folder) | Notes (what it shows, 1–2 lines) |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 1 | __________ | Photo [ ] Video [ ] Screenshot [ ] Letter [ ] Email [ ] Audio [ ] CCTV note [ ] Report [ ] Other: ___ | __________________ | //____ ____ | //____ ____ | __________ | __________ | ____ | Unverified [ ] Partial [ ] Verified [ ] | Internal [ ] Restricted [ ] Sacred [ ] | __________________ | __________________ |
| 2 | __________ | Photo [ ] Video [ ] Screenshot [ ] Letter [ ] Email [ ] Audio [ ] CCTV note [ ] Report [ ] Other: ___ | __________________ | //____ ____ | //____ ____ | __________ | __________ | ____ | Unverified [ ] Partial [ ] Verified [ ] | Internal [ ] Restricted [ ] Sacred [ ] | __________________ | __________________ |
| 3 | __________ | Photo [ ] Video [ ] Screenshot [ ] Letter [ ] Email [ ] Audio [ ] CCTV note [ ] Report [ ] Other: ___ | __________________ | //____ ____ | //____ ____ | __________ | __________ | ____ | Unverified [ ] Partial [ ] Verified [ ] | Internal [ ] Restricted [ ] Sacred [ ] | __________________ | __________________ |
Verification note (very important):
If an item is only a forwarded screenshot or a social post, mark Unverified until checked by official channels.
D) Handling and protection checklist (tick)
Original kept safe (no writing on it) [ ]
Copy made for working use (label “COPY”) [ ]
File name matches Evidence ID [ ]
Stored in approved secure location [ ]
Access limited to approved roles [ ]
Any personal data reduced/covered (if possible) [ ]
If media is sensitive, apply Sacred-Restricted controls [ ]
E) Chain-of-custody log (optional, for high-risk items)
Use when evidence may be used for legal or serious conflict review.
| Evidence ID | Taken/received by (role) | Date/time | From (role/code) | Transfer method | Stored at | Signature |
|---|---|---|---|---|---|---|
| _________ | __________ | //____ ____ | __________ | Hand [ ] Email [ ] Drive [ ] Other: ___ | __________ | _________ |
F) Sign-off
Prepared by (Name): _________________________ Role: ___________________
Signature: _________________________________ Date: //______
Reviewed by (Supervisor/Head): ________________________________
Signature: _________________________________ Date: //______
Next review date: ____ / ____ / ______