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
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. [ ]
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): ________________________________
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.
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) [ ]
D) Changes summary (changes)
If renewed as-is, write “No change” and explain why (1 line).
Summary of changes (plain words):
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 [ ]
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: ______
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): ____________________________
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 |
|---|---|---|---|---|---|---|---|---|
H) Signatures
Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Head/Committee): __________________ Signature: ______________ Date: ____ / ____ / ______
Approved by (ED/Board if needed): __________________ Signature: ______________ Date: ____ / ____ / ______