Template No.: T238 Template Title: Relic Movement Authorisation (Within Site / Between Sites)
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T238
Template Title: Relic Movement Authorisation (Within Site / Between Sites)
Related Research Case IDs / Cluster: Cluster F – HGT Conflicts & Security (Cases 66–85)
Linked Templates / Policies: T227 (Chronology), T229 (Evidence Index), T231 (Actions Tracker), T232 (Risk Sheet), T234 (Key & Access), T236 (Security Incident), T237 (Emergency Plan), 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 strict rule
Purpose: to approve and record any movement of relics or sacred containers.
Strict rule (tick):
No relic movement without written authorisation. [ ]
Do not share route, timing, or storage location with the public. [ ]
Use two-person rule for handling and witnessing. [ ]
Linked conflict Case ID (if any): ___________________________
Movement Ref No. (Office use): RM-__________
B) Movement request (what is planned)
B1) Movement type (tick one):
Within site (room to room) [ ]
Between sites (building to building / city to city) [ ]
B2) Planned date: //______
Planned start time: ______ Planned end time: ______
B3) From location (do not write too much detail if sensitive):
Site/building/area label: _____________________________________________
B4) To location (use approved label only):
Site/building/area label: _____________________________________________
B5) Reason for movement (tick):
Emergency safety [ ] Conservation work [ ] Security upgrade [ ] Religious ceremony [ ]
Scientific verification (approved) [ ] Storage change (approved) [ ] Other: ___________
Reason notes (2–4 lines):
C) Items to be moved (use inventory IDs, not public names)
(Attach a separate list if many items.)
| Item No. | Relic / container ID | Description (short, neutral) | Current storage label | Condition before move (tick) | Photo needed? | Notes |
|---|---|---|---|---|---|---|
| 1 | __________ | __________________ | __________ | Normal [ ] Concern [ ] | Yes [ ] No [ ] | ______ |
| 2 | __________ | __________________ | __________ | Normal [ ] Concern [ ] | Yes [ ] No [ ] | ______ |
Pre-move condition check done by authorised custodian? Yes [ ] No [ ]
Checked by (role): ____________________ Date/time: //____ ____
D) Risk check (must be completed)
D1) T232 Risk Sheet updated within last 7 days? Yes [ ] No [ ]
Current risk level: Low [ ] Med [ ] High [ ] Critical [ ]
D2) Key risks for this move (tick):
Crowd risk [ ] Theft risk [ ] Threat/harassment risk [ ] Media/rumour risk [ ]
Weather risk [ ] Vehicle risk [ ] Staff shortage [ ] Other: ___________
Risk notes (2–4 lines):
E) Handling and packing plan (simple, safe)
E1) Handling rules (tick):
Gloves used (if needed) [ ] Clean cloth/padding [ ] No unnecessary opening [ ]
Two-person handling [ ] Quiet area used [ ] No public viewing [ ]
E2) Container/packing method:
Original container [ ] Secondary protective box [ ] Sealed bag/label [ ] Other: ______
Label text format used (date/time + RM number + item ID) Yes [ ] No [ ]
E3) Photos taken (minimum needed, internal only): Yes [ ] No [ ]
If Yes, Evidence ID(s) (log in T229): _________________________________
F) Security and route control
F1) Movement escort team (roles only)
Relic Custodian Lead (role): ______________________________
Second witness (role): ____________________________________
Security escort (role): ___________________________________
Driver (if used) (role/code): ______________________________
F2) Route plan (tick):
Internal secure path planned [ ]
Public areas avoided [ ]
Time kept confidential [ ]
Backup route/plan exists (if between sites) [ ]
F3) Vehicle use (if between sites)
Vehicle type/ID label: __________________________
Vehicle checked before use? Yes [ ] No [ ]
Parking/loading area controlled? Yes [ ] No [ ]
G) Authorisation (must be signed before movement)
Approved by (tick all required):
Relic Custodian / Head Custodian [ ] Name/Role: __________________ Signature: ______ Date: //____
Security Lead [ ] Name/Role: _____________________________ Signature: ______ Date: //____
Unit Head / Director (or Board if high risk) [ ] Name/Role: __________ Signature: ______ Date: //____
Special note: If risk is High/Critical, Board approval required. Board approval attached? Yes [ ] No [ ]
Conditions of approval (1–3 lines):
H) Movement log (fill during the move)
Start time (actual): ______ Start date: //____
End time (actual): ________ End date: //____
H1) Departure checklist (tick)
Keys/access prepared (T234) [ ] Storage secured after removal [ ]
Items counted before departure [ ] Witness present [ ] Area CCTV noted (if used) [ ]
H2) Arrival checklist (tick)
Destination secure and ready [ ] Lock/keys available [ ]
Items counted on arrival [ ] Witness present [ ] Storage secured after placement [ ]
H3) Issues during movement
Any delay / unusual event / security concern? Yes [ ] No [ ]
If Yes, describe (facts only, 3–6 lines):
Action taken: _________________________________________________________
Security incident form needed (T236)? Yes [ ] No [ ]
I) Post-move condition check (must be done)
Condition after move (tick): Normal [ ] Concern [ ] Damage suspected [ ]
Checked by (role): ____________________ Date/time: //____ ____
Short notes (2–4 lines):
If concern/damage suspected:
Inform Security Lead [ ]
Inform Unit Head/Board [ ]
Log evidence in T229 [ ]
Start T236 Security Incident [ ]
Start conservation action (if needed) [ ]
J) Records update (tick when completed)
Update T227 Chronology [ ] Update T231 Actions [ ] Update T234 Key log [ ]
Update inventory/register (local system) [ ] File this RM form in case folder [ ]
Confidentiality level confirmed (T246 if needed) [ ]
K) Sign-off (movement completed)
Custodian Lead (Name): __________________ Role: __________________ Signature: __________ Date: //____
Second witness (Name): __________________ Role: __________________ Signature: __________ Date: //____
Security escort (Name): _________________ Role: __________________ Signature: __________ Date: //____
Reviewed by Supervisor/Head (Name): ______________________________ Signature: __________ Date: //____