Template No.: T288 Template Title: Learning Log for Major Incidents / Crises (After-Action Review)
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T288
Template Title: Learning Log for Major Incidents / Crises (After-Action Review)
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
T288 – Learning Log for Major Incidents / Crises (After-Action Review)
Purpose:
This form captures lessons after a major incident or crisis. It is for learning and improvement, not for blame.
When to use (tick):
Security incident [ ] Relic-care incident [ ] Facility failure [ ] Finance issue [ ] Safeguarding issue [ ] Media crisis [ ] Other: ______
Important rules (tick):
Use calm and factual words. [ ]
Do not write personal names in open sections (use roles or case codes). [ ]
Protect privacy and sensitive sacred details. [ ]
Focus on “what happened” and “what we change.” [ ]
A) Incident identification
Incident title (short): __________________________________________
Incident type: _________________________________________________
Case code / reference no.: ______________________________________
Date/time incident started: ____ / ____ / ______ ______
Date/time incident ended (or stabilised): ____ / ____ / ______ ______
Location(s): _________________________________________________
Who reported it (role only): ____________________________________
Incident lead (name/role): _____________________________________
Teams involved (tick): Security [ ] Relic/Conservation [ ] Admin [ ] HR [ ] Communications [ ] Board/ED [ ] Other: ______
Severity level (tick): Low [ ] Medium [ ] High [ ] Critical [ ]
Why this level? (1 line): ______________________________________
B) What happened (brief summary)
Write 3–8 lines. Keep it simple and factual.
C) Timeline (key events)
| Time/Date | What happened (short facts) | Who acted (role/unit) | Evidence (log, CCTV note, email, photo) |
|---|---|---|---|
D) Immediate response
What did we do first? (tick + note)
Secured people’s safety [ ] Note: ______________________________
Secured relics / sacred items [ ] Note: _________________________
Stopped access / controlled entry [ ] Note: ______________________
Preserved evidence (logs, CCTV, photos, emails) [ ] Note: _________
Informed duty officer / ED / Board [ ] Note: _____________________
Informed safeguarding/ethics focal person (if relevant) [ ] Note: ___
Other urgent step: ____________________________________________
Resources used (optional): staff hours _______ / budget used _______ / external support _______
E) What worked well
List what helped. Be specific (tools, people, procedures).
F) What did not work well
List gaps and problems (systems, communication, delays).
G) Why it happened (causes)
Tick what applies and add short notes.
People / training gap [ ] Note: _________________________________
Process gap (no clear steps, unclear role) [ ] Note: _______________
Equipment/facility failure (AC, locks, alarms, storage) [ ] Note: ____
Documentation gap (missing logs, weak register, no handover) [ ] Note: ___
Communication gap (no response, confusion, rumours) [ ] Note: ______
Governance gap (no decision record, unclear approval) [ ] Note: ______
Partner/contractor issue [ ] Note: ______________________________
Other: __________________ [ ] Note: ___________________________
Root cause (best guess, 1–2 lines):
H) Changes we will make (the most important section)
Write actions that reduce repeat risk. Keep actions clear and measurable.
| Change / action | Owner (role/unit) | Deadline | Priority (H/M/L) | Proof (policy, training log, photo, audit note) | Status (Open/Done) |
|---|---|---|---|---|---|
Policy change needed? Yes [ ] No [ ]
If yes: policy name/code ___________________ and link to T282 tracking: ___________________
Training needed? Yes [ ] No [ ]
If yes: topic(s) __________________________ and link to T286 plan: _______________________
I) Communication and trust repair
Who was informed (tick): Staff [ ] Monastic community [ ] Donors [ ] Partners [ ] Authorities [ ] Public [ ] Media [ ]
Key message used (2–4 lines, simple words):
Rumours/misinformation risk? Yes [ ] No [ ]
If yes, how we corrected it (short): _______________________________
J) Follow-up checks
Follow-up review date 1: ____ / ____ / ______ Owner: __________________
Follow-up review date 2 (if needed): ____ / ____ / ______ Owner: __________
Did we test the fix (drill/audit/check)? Yes [ ] No [ ]
If yes, what test: ______________________________________________
Result of follow-up (after review): Improved [ ] Same [ ] Worse [ ] Not sure [ ]
Short note: _____________________________________________________
K) Attachments and archive plan
Attach what is safe and needed.
Attachments (tick): Incident report [ ] Logs [ ] Photos (approved) [ ] CCTV note [ ] Emails/letters [ ] Audit report [ ] Other: ______
Archive file code: _______________________
Digital folder path: __________________________________________
Access level confirmed: Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]
L) Sign-off
Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Dept Head / Incident lead): __________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Ethics/Safeguarding, if relevant): _____________ Signature: ______________ Date: ____ / ____ / ______
Approved by (ED/Board, if needed): ________________________ Signature: ______________ Date: ____ / ____ / ______