THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T250
Template Title: Annual Conflict & Security Governance Audit (Training, Drills, Controls, Gaps)
Related Research Case IDs / Cluster: Cluster F – HGT Conflicts & Security (Cases 66–85)
Linked Templates / Policies: T226–T249 (all Cluster F tools), T232 (Risk Sheet), T234 (Key & Access), T239 (Storage Inspection), T240 (Event Security), T246 (Confidentiality Decision), Board Governance Rules
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) Audit scope and period
Audit year: ________ Audit period: From //____ to //____
Site(s) covered: _________________________________________________
Audit lead (role): ______________________ Audit team (roles): ______________________
Board reviewer (role): ______________________
Purpose (tick):
Governance check [ ] Security controls check [ ] Conflict handling check [ ] Training/drills check [ ] Other: ______
B) Summary dashboard (quick results)
Overall status (tick one):
Strong [ ] Acceptable [ ] Needs improvement [ ] High risk / urgent fixes [ ]
Top 3 strengths (short):
Top 3 gaps (short):
C) Case and incident overview (numbers only)
(Use totals; do not include sensitive details here.)
C1) Conflict cases opened this period (T226): ______
C2) Security incidents (T236): ______
C3) Threat/harassment reports (T241): ______
C4) Rumour/media fact-check logs (T244): ______
C5) Mediation sessions (T242): ______
C6) Board emergency decisions (T243): ______
C7) Relic movements authorised (T238): ______
Short notes (any trend):
D) Governance and decision-making checks
Tick: OK / Needs fix / N/A
| Item | OK | Needs fix | N/A | Notes / evidence (template IDs) |
|---|---|---|---|---|
| D1) Clear roles for conflict/security (who leads) | [ ] | [ ] | [ ] | __________ |
| D2) Board oversight and emergency contact works | [ ] | [ ] | [ ] | __________ |
| D3) Decisions recorded in T231/T243 (not verbal only) | [ ] | [ ] | [ ] | __________ |
| D4) Confidentiality levels applied using T246 | [ ] | [ ] | [ ] | __________ |
| D5) “No action from screenshots” rule followed (T233/T230) | [ ] | [ ] | [ ] | __________ |
E) Security controls audit
E1) Key & access control (T234)
Key register complete and updated [OK] [Needs fix] [N/A]
Overdue key returns followed up [OK] [Needs fix] [N/A]
Access revoked when staff change/conflict happens [OK] [Needs fix] [N/A]
Two-person rule used for sensitive access (if required) [OK] [Needs fix] [N/A]
Notes: _______________________________________________________________
E2) Secure storage inspection (T239)
Inspections done on schedule [OK] [Needs fix] [N/A]
Locks/doors/cases in good condition [OK] [Needs fix] [N/A]
Inventory mismatch incidents handled properly [OK] [Needs fix] [N/A]
CCTV/alarm basic checks done (if installed) [OK] [Needs fix] [N/A]
Notes: _______________________________________________________________
E3) Visitor/VIP control (T235)
Sensitive area visits approved and supervised [OK] [Needs fix] [N/A]
Photo/video rules followed [OK] [Needs fix] [N/A]
Visitor records complete [OK] [Needs fix] [N/A]
Notes: _______________________________________________________________
E4) Event crowd safety (T240)
Plans used for big events [OK] [Needs fix] [N/A]
Capacity limits set and followed [OK] [Needs fix] [N/A]
Incident response steps clear to staff [OK] [Needs fix] [N/A]
Notes: _______________________________________________________________
F) Verification and misinformation control
Tick: OK / Needs fix / N/A
| Item | OK | Needs fix | N/A | Notes / evidence (template IDs) |
|---|---|---|---|---|
| F1) Evidence indexed and stored (T229) | [ ] | [ ] | [ ] | __________ |
| F2) Evidence assessment done for key items (T230) | [ ] | [ ] | [ ] | __________ |
| F3) Official communications verified (T233) | [ ] | [ ] | [ ] | __________ |
| F4) Media/rumour response logged (T244) | [ ] | [ ] | [ ] | __________ |
| F5) Public clarification plan used when needed (T249) | [ ] | [ ] | [ ] | __________ |
G) Emergency readiness (drills and plans)
G1) Emergency plan exists and updated (T237): Yes [ ] No [ ]
Last review date: //______
G2) Drills done this period (tick):
Fire [ ] Flood/water [ ] Unrest/crowd [ ] Security threat [ ] Other: ______
Drill date(s): _______________________________________________________
G3) Drill result (tick):
Good [ ] Acceptable [ ] Weak (needs urgent improvement) [ ]
Main gap found (1–3 lines):
H) Staff training and wellbeing
H1) Training completed this year (tick):
Conflict logging (T226/T227) [ ] Evidence handling (T229/T230) [ ]
Verification (T233) [ ] Key/access control (T234) [ ]
Incident reporting (T236) [ ] Crowd safety (T240) [ ]
Mediation basics (T242) [ ] Confidentiality (T246) [ ]
Training record location: _____________________________________________
H2) Staff wellbeing follow-up used after incidents (T248): Yes [ ] No [ ]
If No, why (short): _________________________________________________
I) Compliance check (records and filing)
Tick: OK / Needs fix / N/A
Each case has overview + timeline + evidence index (T226/T227/T229) [OK] [Needs fix] [N/A]
Actions and decisions tracked (T231) [OK] [Needs fix] [N/A]
Confidentiality labels used and files stored safely (T246) [OK] [Needs fix] [N/A]
Sensitive data not shared by mistake [OK] [Needs fix] [N/A]
Notes: _______________________________________________________________
J) Improvement plan (required if any “Needs fix”)
(Every fix needs an owner and due date. Add to T231 if needed.)
| Gap / issue | Risk level | Fix action | Owner (role) | Due date | Status |
|---|---|---|---|---|---|
| __________________ | Low [ ] Med [ ] High [ ] | __________________________ | __________ | //____ | Not started [ ] In progress [ ] Done [ ] |
| __________________ | Low [ ] Med [ ] High [ ] | __________________________ | __________ | //____ | Not started [ ] In progress [ ] Done [ ] |
| __________________ | Low [ ] Med [ ] High [ ] | __________________________ | __________ | //____ | Not started [ ] In progress [ ] Done [ ] |
K) Board note and approval
Board comments (short):
Board decision (tick):
Approved [ ] Approved with conditions [ ] Not approved (rework needed) [ ]
Conditions (if any):
L) Sign-off
Prepared by (Name): _________________________ Role: ___________________
Signature: _________________________________ Date: //______
Reviewed by Audit Lead/Security Lead (Name): __________________________
Signature: _________________________________ Date: //______
Approved by Supervisor/Director/Board (Name): ________________________
Signature: _________________________________ Date: //______
