Template No.: T251 Template Title: Preservation Facility Request & Response Tracking Form

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T251

Template Title: Preservation Facility Request & Response Tracking Form

Related Research Case IDs / Cluster: Cluster G (Cases 86–95) – Buddhist University Neglect & Relic Loss / Conservation

Linked Templates / Policies: HSWAGATA Institutional Policy Manual (facility administration, asset management, relic custody & conservation); Complaint & communication steps

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 [ ]

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T251 – Preservation Facility Request & Response Tracking Form

Purpose (read first):
This form tracks every room/facility request from start to finish, so no request is ignored, “taken back,” or left without a written answer (a failure seen in the Buddhist University case).

Service standard (minimum):

1. Written acknowledgement sent: within 1 working day.

2. Written decision issued: within 15 working days (unless emergency).

3. Every request must have a reference / tracking number and be logged in a central register.

4. The final decision is recorded in writing, with reasons, and shared with the requester.

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A) Office Registration (For Office Use Only)

• Date received: ____ / ____ / ______ Time: ______

• Received by (name/role): _______________________________

• Reference / Tracking No.: _______________________________

• Register entry completed: Yes [ ] No [ ]

• Acknowledgement sent (date/time/method): ____ / ____ / ______ ______ (Email / Letter / SMS / Other: ____________)

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B) Requester Information (Requester)

• Full name: __________________________________________

• Role / relationship to HSWAGATA: Staff [ ] Monastic [ ] Volunteer [ ] Partner [ ] Donor [ ] Other: __________

• Department / Unit (if any): ____________________________

• Phone / Email: _______________________________________

• Preferred contact method: Email [ ] Phone [ ] Letter [ ] Other: __________

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C) Facility Need (Need)

• Date of request (by requester): ____ / ____ / ______

• Type of request (tick one or more):

  • Preservation storage room [ ] Conservation workspace [ ] Secure shrine/display room [ ]

  • Quarantine/isolation area [ ] Office/admin room [ ] Dorm/temporary stay (custodian duty) [ ]

  • Other: ____________________________________________

• Reason for need (simple, clear):

  ---

  ---

• Urgency level: Routine [ ] Urgent (within 7 days) [ ] Emergency (same day) [ ]

• Requested start date: ____ / ____ / ______ Requested end date (if temporary): ____ / ____ / ______

Required conditions (tick all that apply):

• Air-conditioning (AC) [ ] Stable temperature [ ] Humidity control [ ]

• Clean/low-dust area [ ] Lockable door [ ] Limited access [ ]

• Safe box space [ ] CCTV coverage [ ] Alarm [ ] Fire safety equipment [ ]

• No direct sunlight [ ] Pest control [ ] Refrigerator (offerings/ritual needs) [ ]

• Elevator access (safe handling) [ ] Other: ____________________________

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D) Supporting Documents / Evidence

• Attached request letter: Yes [ ] No [ ]

• Photos (site/room issues): Yes [ ] No [ ]

• Risk note (what can go wrong if delayed): Yes [ ] No [ ]

• Other attachments: _______________________________________________

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E) Response Tracking Log (All responses)

Rule: Every contact and reply must be written here (even “no response”). This prevents silence and lost requests.

Entry No.	Date/Time	Contacted (office/person)	Method	Response received (what was said/written)	Promised action + deadline	Evidence kept (email/letter/note)	Next follow-up date
1
2
3
4
5
6
7
8

If the request is refused to be “accepted” or someone says “take back the letter,” record it here and escalate immediately.

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F) Assessment (Internal)

• Assessed by (name/role): _______________________________

• Departments consulted (tick):
  Administration/Facilities [ ] Relic & Heritage/Conservation [ ] Security [ ] Board/ED [ ] Other: ________

• Key risks if not approved (tick):
  Preservation risk [ ] Security risk [ ] Health/safety risk [ ] Reputational risk [ ] Other: __________

• Options considered (brief):
  Option A: ____________________________________________
  Option B: ____________________________________________
  Option C: ____________________________________________

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G) Final Decision (Final decision)

• Decision date: ____ / ____ / ______

• Decision: Approved [ ] Approved with conditions [ ] Not approved [ ] Deferred [ ]

• Decision-maker(s) (name/role): _______________________________

• Reason for decision (must be written):

  ---

  ---

If approved:

• Assigned site/building/room: _______________________________

• Access rules (keys/codes/authorized persons): __________________________

• Start date: ____ / ____ / ______ Review date: ____ / ____ / ______

• Conditions to meet before use (AC install, locks, cleaning, etc.):

  ---

If not approved:

• Main reason: __________________________________________

• Alternative support offered (must try): ____________________________

• Next step offered: Appeal [ ] Mediation [ ] Board review [ ] Other: __________

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H) Closure and Confirmation

• Written decision sent to requester: Yes [ ] No [ ] Date: ____ / ____ / ______

• Requester confirmed receipt: Yes [ ] No [ ] Date: ____ / ____ / ______

• Request closed in central register: Yes [ ] No [ ] Date: ____ / ____ / ______

Signatures
Requester: _______________________ Date: ____ / ____ / ______
Receiving Officer: _________________ Date: ____ / ____ / ______
Facilities/Admin Head: _____________ Date: ____ / ____ / ______
Relic & Heritage/Conservation Head: _ Date: ____ / ____ / ______
Security Officer (if needed): _______ Date: ____ / ____ / ______

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(Internal basis: HSWAGATA casebook/doctoral research on relic custodianship and institutional failures.)