Template No.: T235 Template Title: Visitor / VIP Access Request + Supervision Record (Sensitive Areas)
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T235
Template Title: Visitor / VIP Access Request + Supervision Record (Sensitive Areas)
Related Research Case IDs / Cluster: Cluster F – HGT Conflicts & Security (Cases 66–85)
Linked Templates / Policies: T232 (Risk Sheet), T234 (Key & Access Control), T240 (Event Security Plan), T236 (Security Incident Report), 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) Purpose and rule
Purpose: to control and record all visits to sensitive areas (relic storage, inner chamber, archives, security rooms).
Rules (tick):
No sensitive access without written approval. [ ]
Visitors are supervised at all times. [ ]
No photos/videos in sensitive areas unless approved. [ ]
Do not share relic location, key holders, or security details. [ ]
Case ID (if linked to conflict case): ___________________________ (optional)
B) Access request (before the visit)
B1) Visit details
Requested visit date: //______ Start time: ______ End time: ______
Purpose of visit (tick one):
Religious visit [ ] Research [ ] Official inspection [ ] Donation ceremony [ ] Media [ ] Other: ______
Area(s) requested (tick):
Relic storage [ ] Inner chamber [ ] Display back area [ ] Archive/evidence room [ ] Security room [ ] Other: ______
B2) Visitor details (use codes if needed)
Visitor type: VIP [ ] Official [ ] Monk/Clergy [ ] Scholar [ ] Donor [ ] Contractor [ ] Media [ ] Other: ____
Visitor name/code: __________________________ Organization: __________________________
ID checked? Yes [ ] No [ ] Type of ID: _____________________ (store ID copy only if policy allows)
Number of visitors in group: ______
List other visitors (name/code): _______________________________________________
B3) Risk check (quick)
Any active conflict case linked to this visit? Yes [ ] No [ ] Unsure [ ]
If Yes/Unsure, check: T232 updated? Yes [ ] No [ ] Risk level: Low [ ] Med [ ] High [ ]
Extra precautions needed (tick):
Limit area access [ ] Limit time [ ] Extra guard [ ] No relic proximity [ ] No media devices [ ] Other: ______
C) Approvals (must be completed)
Approval level needed (tick):
Routine [ ] Sensitive [ ] High-risk (Board/Head) [ ]
Approved by (role): __________________________ Signature: ____________________ Date: //______
Security approval (role): ______________________ Signature: ____________________ Date: //______
Relic custodian approval (role): ________________ Signature: ____________________ Date: //______
Conditions of approval (short, 1–3 lines):
D) Supervision plan (who will escort and observe)
Escort lead (role): ___________________________
Second staff / witness (role) (recommended): ___________________________
Security support (role) (if needed): _________________________________
Supervision rules (tick):
Visitor stays with escort at all times [ ]
Doors locked when leaving area [ ]
No touching cases/locks [ ]
No unscheduled area changes [ ]
Devices controlled (phones/cameras) [ ]
Other: _______________________________
E) Visit record (during and after the visit)
Actual arrival time: ______ Actual exit time: ______
Areas actually visited (tick):
Relic storage [ ] Inner chamber [ ] Display back area [ ] Archive [ ] Other: ______
Visitor actions observed (facts only, 3–6 lines):
Photos/videos taken? Yes [ ] No [ ]
If Yes, approved? Yes [ ] No [ ] Approval by (role): __________________
File/Evidence ID (if stored): ______________________ (index in T229 if conflict-linked)
Any unusual issue noticed? Yes [ ] No [ ]
If Yes, describe (facts only):
Immediate action taken: ______________________________________________
Security incident form needed (T236)? Yes [ ] No [ ]
F) Area check after visit (close-out)
Escort confirms (tick):
All doors locked and secure [ ]
Keys/cards returned (if used) [ ] (log in T234)
No damage found [ ]
No missing items [ ]
Relic/display condition normal [ ]
CCTV/guard note filed (if needed) [ ]
Post-visit notes (optional):
G) Sign-off
Escort lead (Name): _________________________ Role: ___________________
Signature: _________________________________ Date: //______
Security reviewer (Name): ____________________ Role: ___________________
Signature: _________________________________ Date: //______
Approving officer (Name): ____________________ Role: ___________________
Signature: _________________________________ Date: //______