THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T234
Template Title: Key & Access Control Register (Issue / Return / Revoke)
Related Research Case IDs / Cluster: Cluster F – HGT Conflicts & Security (Cases 66–85)
Linked Templates / Policies: T232 (Risk Sheet), T236 (Security Incident Report), T238 (Relic Movement Authorisation), Confidentiality & Access Policy
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) Purpose and rule
Purpose: to control who can enter sensitive areas and who holds keys/cards/codes.
Main rule (tick):
Access is need-to-do only (not “nice to have”). [ ]
Use roles/codes, not full names, in the public part of this form. [ ]
Do not write alarm codes in open pages. Store codes in a separate sealed record. [ ]
Case ID (if linked to conflict case): ___________________________ (optional)
B) Access areas list (define what is controlled)
Tick and fill what applies:
Relic storage room [ ] Area ID: ______ Door/lock ID: ______
Relic display case(s) [ ] Case ID(s): _________________________
Shrine / inner chamber [ ] Area ID: ______
Security control room [ ] Area ID: ______
Archive / evidence cabinet [ ] Area ID: ______
Office safe [ ] Safe ID: ______
Digital folder (restricted) [ ] Folder ID/path label: __________
Other controlled area: ____________________ Area ID: ______
C) Key / card / device register (inventory)
(One line per physical item.)
| Item No. | Item type (tick) | Item ID / label | Area linked | Where stored (when not issued) | Backup exists? | Notes |
|---|---|---|---|---|---|---|
| 1 | Key [ ] Card [ ] Fob [ ] Lock box key [ ] Padlock [ ] Other: ___ | __________ | __________ | __________ | Yes [ ] No [ ] | __________ |
| 2 | Key [ ] Card [ ] Fob [ ] Lock box key [ ] Padlock [ ] Other: ___ | __________ | __________ | __________ | Yes [ ] No [ ] | __________ |
| 3 | Key [ ] Card [ ] Fob [ ] Lock box key [ ] Padlock [ ] Other: ___ | __________ | __________ | __________ | Yes [ ] No [ ] | __________ |
Storage rule (tick): Items not issued are kept in: Locked cabinet [ ] Safe [ ] Lock box [ ] Other: ______
D) Issue / return / revoke log (who holds access now)
(One line per action. Use codes/roles.)
| Log No. | Date/time | Action (tick) | Item ID | Given to (role/code) | Reason (need-to-do) | Approved by (role) | Return due date | Returned? | Return date/time | Notes |
|---|---|---|---|---|---|---|---|---|---|---|
| 1 | //____ ____ | Issued [ ] Returned [ ] Revoked [ ] Lost [ ] | __________ | __________ | __________ | __________ | //____ | Yes [ ] No [ ] | //____ ____ | __________ |
| 2 | //____ ____ | Issued [ ] Returned [ ] Revoked [ ] Lost [ ] | __________ | __________ | __________ | __________ | //____ | Yes [ ] No [ ] | //____ ____ | __________ |
| 3 | //____ ____ | Issued [ ] Returned [ ] Revoked [ ] Lost [ ] | __________ | __________ | __________ | __________ | //____ | Yes [ ] No [ ] | //____ ____ | __________ |
E) Emergency actions (lost key / suspect access)
Tick if any event happens:
Key/card lost [ ]
Duplicate key suspected [ ]
Staff change / resignation [ ]
Conflict escalation / threat reported [ ]
Lock damage / forced entry signs [ ]
Actions taken (tick all that apply):
Revoke access now [ ]
Change locks / re-key [ ]
Update authorised list [ ]
File T236 Security Incident Report [ ]
Update T232 Risk Sheet [ ]
Inform Head / Board [ ]
Other: _______________________________________________________________
Short note (facts only):
F) Authorised access list (summary)
List roles that may hold keys/cards for each area (roles only):
Relic storage room: _______________________________________________
Relic display case(s): ____________________________________________
Archive/evidence cabinet: _________________________________________
Digital restricted folder: _________________________________________
Other: _______________________________________________________________
Dual-control rule (optional, tick): Two roles required together for relic storage access. Yes [ ] No [ ]
G) Monthly / quarterly check
Check date: //______ Checked by (role): _______________________
Checklist (tick):
Count items matches register [ ]
All issued items have clear owners [ ]
Overdue returns followed up [ ]
Any revoked access removed in practice [ ]
Storage safe/lock box working [ ]
Notes / actions needed:
H) Sign-off
Prepared by (Name): _________________________ Role: ___________________
Signature: _________________________________ Date: //______
Reviewed by (Supervisor/Head): ________________________________
Signature: _________________________________ Date: //______
