Template No.: T245 Template Title: Legal / Authority Contact Record (What Was Asked, What Was Answered)
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T245
Template Title: Legal / Authority Contact Record (What Was Asked, What Was Answered)
Related Research Case IDs / Cluster: Cluster F – HGT Conflicts & Security (Cases 66–85)
Linked Templates / Policies: T226 (Overview), T227 (Chronology), T229 (Evidence Index), T230 (Evidence Assessment), T233 (Official Communication Verification), T231 (Actions Tracker), T243 (Board Emergency Minutes), T246 (Confidentiality 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 and contact ID
Case ID: ___________________________ Linked T227 Timeline No.: ________
Contact Record ID: LAC-__________
Related Evidence ID(s) (T229): _______________________________________
B) Who was contacted (authority / legal)
Contacted office/agency (name): ______________________________________
Department/unit (if known): __________________________________________
Contact person role/title (not private name if sensitive): ______________
Contact method (tick): Phone [ ] Email [ ] Letter [ ] In-person [ ] Online portal [ ] Other: ______
Verification of contact channel (tick):
Verified official number/email used (not from screenshot/chat) [ ]
Verified by (role): ____________________ Date: //______
C) Why we contacted them (purpose)
Tick main reason:
Report a security incident / threat [ ]
Ask for guidance on custody / heritage process [ ]
Verify an “official order” or letter [ ]
Request protection / support for public safety [ ]
Clarify legal requirement / deadline [ ]
Inform about misinformation causing harm [ ]
Other: _______________________________
Short purpose statement (2–4 lines):
D) What we asked (record exact questions in simple words)
Question 1: _________________________________________________________
Question 2: _________________________________________________________
Question 3 (optional): _______________________________________________
E) What we shared (important control)
Tick what information we shared:
Case summary (general) [ ] Timeline dates (general) [ ] Evidence ID list [ ]
Photos/screenshots (approved) [ ] Incident facts [ ] Risk level [ ] Other: ______
We did NOT share (tick):
Relic exact location [ ] Key holders [ ] Route/time plans [ ] Security weak points [ ] Personal private data [ ]
F) What they answered (facts only)
Write 6–12 lines. Do not add opinions.
G) Official reference numbers and documents
Did they give a reference/case number? Yes [ ] No [ ]
If Yes, reference number: ____________________________________________
Did they request documents from us? Yes [ ] No [ ]
If Yes, list requested items (use Evidence IDs):
Did they send any official letter/email? Yes [ ] No [ ] Pending [ ]
If Yes/Pending, Evidence ID (T229) or file label: ______________________
H) Instructions / requirements from authority (if any)
Tick what applies:
Deadline given [ ] Meeting requested [ ] Site visit planned [ ]
Formal report required [ ] “Do not move items” instruction [ ]
Other: _______________________________
Details (date/time/place or deadline):
I) Decisions and actions after the contact
Decision needed now? Yes [ ] No [ ]
If Yes, decision level: Staff [ ] Head [ ] Board [ ] Legal adviser [ ]
Actions (add to T231):
_______________________ Owner (role): ______ Due: //____
_______________________ Owner (role): ______ Due: //____
_______________________ Owner (role): ______ Due: //____
Update required (tick):
T227 Timeline [ ] T230 Evidence Assessment [ ] T233 Verification [ ] T232 Risk [ ] T243 Board minutes [ ]
J) Follow-up contact plan
Follow-up needed? Yes [ ] No [ ]
If Yes, planned date/time: //______ Time: ______
Contact method: Phone [ ] Email [ ] Letter [ ] Visit [ ] Other: ______
Follow-up purpose (1–2 lines): _______________________________________
K) Filing and confidentiality
Record access level:
Internal [ ] Restricted [ ] Sacred-Restricted [ ]
Stored at (cabinet/folder label): ______________________________________
Who may access (roles only): _________________________________________
L) Sign-off
Logged by (Name): _________________________ Role: ___________________
Signature: _________________________________ Date: //______
Reviewed/Approved by (Supervisor/Head): ______________________________
Signature: _________________________________ Date: //______