Template No.: T282 Template Title: Policy Review & Sunset Clause Tracking Form

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T282

Template Title: Policy Review & Sunset Clause Tracking Form

Related Research Case IDs / Cluster: _______

Linked Templates / Policies: _______________

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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T282 – Policy Review & Sunset Clause Tracking Form

Purpose:
Use this form to track when a policy must be reviewed, updated, renewed, or ended (“sunset”). This prevents old policies from staying active without check.

Simple rules (tick when done):

• Every policy has an owner (responsible unit/person). [ ]

• Every policy has a review date (must-review date). [ ]

• If a policy has a sunset/expiry date, it must not be used after that date unless renewed in writing. [ ]

• Every review has a result and recorded changes. [ ]

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A) Policy identification

• Policy title: _______________________________________________

• Policy code / number: _______________________________________

• Policy type (tick): Governance [ ] Finance [ ] Relic care [ ] Security [ ] HR [ ] Partnerships [ ] Public communication [ ] Other: ______

• Current version number: ________

• Effective date (start): ____ / ____ / ______

• Owner (department/unit): _____________________________________

• Policy owner (name/role): ____________________________________

• Where the policy is stored (folder/path/file code): ________________________________

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B) Review and sunset details

• Review cycle (tick): 6 months [ ] 12 months [ ] 24 months [ ] Other: ______

• Next review due date: ____ / ____ / ______

• Sunset clause included? Yes [ ] No [ ]

  • If yes, sunset/expiry date: ____ / ____ / ______

  • If no, reason (short): __________________________________________

Reminder plan (optional):
Send reminders at: 60 days [ ] 30 days [ ] 7 days [ ] before review/sunset.

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C) Review record (complete at each review)

• Review meeting / review method (tick): Desk review [ ] Committee meeting [ ] Board review [ ] Staff consultation [ ] External audit [ ] Other: ______

• Review date (actual): ____ / ____ / ______

• Reviewed by (names/roles): ____________________________________________

• Evidence used (tick): Incident logs [ ] Complaints [ ] Audit findings [ ] Staff feedback [ ] Partner feedback [ ] Legal updates [ ] Other: ______

Result (tick one):

• Renew as-is (no changes) [ ]

• Revise / update (minor) [ ]

• Revise / update (major) [ ]

• Merge into another policy [ ]

• Retire / end policy (sunset now) [ ]

• Emergency temporary extension (with reason) [ ]

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D) Changes summary (changes)

If renewed as-is, write “No change” and explain why (1 line).

• Summary of changes (plain words):

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• Sections changed (list section numbers/titles): ________________________________

• Reason for changes (tick): New risk [ ] Incident/near miss [ ] Staff issue [ ] Partner issue [ ] Legal requirement [ ] Better practice [ ] Other: ______

Impact check (tick):

• Requires staff training/update briefing? Yes [ ] No [ ]

• Requires updated forms/templates? Yes [ ] No [ ]

• Requires public notice? Yes [ ] No [ ]

• Requires partner notification (MoU/contract)? Yes [ ] No [ ]

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E) Approval and communication

• Approved by (name/role): ______________________________________

• Approval date: ____ / ____ / ______

• New version number (if changed): ________

• Date policy published internally: ____ / ____ / ______

• Communication done (tick): Email [ ] Staff meeting [ ] Notice board [ ] Training session [ ] Other: ______

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F) Next review / closure

• Next review due date (confirmed): ____ / ____ / ______

• If policy is retired/sunset:

  • End date confirmed: ____ / ____ / ______

  • Replacement policy (if any): _________________________________

  • Archive location (file code/path): ____________________________

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G) Master tracking table (for multiple policies)

(Use this table as the main register. Add rows as needed.)

Policy title & code	Owner	Effective date	Review due date	Sunset/expiry date	Last review date	Result (renew/revise/retire)	Key changes (short)	Next steps / deadline

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H) Signatures

Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Head/Committee): __________________ Signature: ______________ Date: ____ / ____ / ______
Approved by (ED/Board if needed): __________________ Signature: ______________ Date: ____ / ____ / ______