OFFICE OF SIRIDANTAMAHĀPĀLAKA / HSWAGATA BUDDHA TOOTH RELICS PRESERVATION MUSEUM – INTERNAL USE
Template No.: T81
Template Title: Relic Donation & Transfer Documentation – Photos, Receipts & Logbook Record
Related Research Case IDs: F81 – Mr F’s Documentation of Donations (Type I – Institutional/Governance Learning)
Linked Templates / Cases: [e.g. T66–T71, T70 (water-pouring), T71 (transitional custody), T75, T78, H96–H100]
Cluster: F – HGT Conflicts (Cases 66–85)
Date of form: ____ / ____ / ______
Case / event log entry code (office): _________________________________
Completed by (documentation officer) / Role: __________________________
Office / Unit: ______________________________________________________
Country: ____________________________________________________________
Confidentiality Level:
[ ] Internal only [ ] Restricted (leadership / ethics) [ ] Sacred-Restricted
Use of this form (tick):
[ ] New donation ceremony
[ ] Transfer between custodians / institutions
[ ] Retrospective documentation of past donation
[ ] Review / audit of existing records
1. BASIC DONATION / TRANSFER INFORMATION
1.1 Event title & short description
Short event title:
(e.g. “Donation of Tooth Relic Fragment by Family X to HGT”)
Date of donation / transfer: ____ / ____ / ______
Place (temple / museum / residence): _________________________________
Type of event (tick all that apply):
[ ] New donation (dāna) to institution
[ ] Loan / temporary deposit
[ ] Transfer between custodians (e.g. Mr A → Sao)
[ ] Formalisation of previous informal holding
[ ] Other: _____________________________
Short neutral description (3–5 sentences, no blame language):
2. DONOR(S) & CUSTODIAN(S)
2.1 Donor details
| Donor code / name | Type (monk / lay / family / institution) | Country / locality | Contact / reference (optional) |
|---|---|---|---|
Any specific donor wishes or conditions (e.g. display, anonymity, lineage):
2.2 Receiving custodian / institution
Receiving custodian (name / role): _________________________________
Institution (temple / museum / foundation / state): __________________
Is this custodianship:
[ ] Personal trusteeship
[ ] Institutional trusteeship
[ ] Shared / joint custodianship
[ ] Transitional (see T71)
[ ] Unclear – to be clarified
Short note on understanding of trusteeship vs ownership:
3. RELIC / ITEM DETAILS
3.1 Items documented in this event
| Item code | Description (relic / reliquary / casket / other) | Quantity | Approx. origin / lineage (as stated) | Physical condition |
|---|---|---|---|---|
3.2 Special conditions for specific items
(e.g. must remain in country X; must stay with lineage Y; cannot be opened; testing permissions, etc.)
4. PHOTOGRAPHIC RECORD
(This section mirrors Mr F–style careful documentation.)
4.1 Photos taken
| Photo code | File name / path | Date & time | Main subject (donor / relic / reliquary / ceremony) | Notes (angle, context, restrictions) |
|---|---|---|---|---|
4.2 Photo coverage checklist
Tick if captured:
[ ] Clear image of relic(s) and reliquary(ies).
[ ] Donor(s) with relic(s) at time of offering (if consent given).
[ ] Receiving custodian(s) and any witnesses.
[ ] Ceremony context (altar, hall, key objects).
[ ] Close-up of any labels, inscriptions, or case numbers.
Short note on any missing or sensitive images (and why):
5. RECEIPTS, LETTERS & ACKNOWLEDGEMENTS
5.1 Documents created / collected
| Doc code | Date | Type (receipt / donation letter / MoU / email print) | From / to (names or roles) | Short description | File location |
|---|---|---|---|---|---|
5.2 Key elements to check in donation documentation
Tick when confirmed:
[ ] Donor identity recorded (name or agreed code).
[ ] Recipient institution / custodian clearly named.
[ ] Description of items matches Section 3.1.
[ ] Date, place, and signatures recorded.
[ ] Conditions (if any) written clearly.
[ ] Link to logbook entry / case ID noted.
Short note on any gaps or uncertainties:
6. LOGBOOK ENTRY – QUIET “STEWARDSHIP OF MEMORY”
(To be echoed in central Office of Siridantamahāpālaka logbook.)
Logbook entry ID / serial number: _________________________________
Linked case ID(s) (if any, e.g. F66, T70, T71): ___________________
Summary line for logbook (1–3 lines):
Cross-reference:
-
Related photo codes: _____________________________________________
-
Related document codes: __________________________________________
Notes on later transfers or status changes
(e.g. “Transferred from HGT to Hswagata in 20XX; later loaned to state museum…”):
7. BUDDHIST DOCTRINAL–ETHICAL LENS
Tick what is especially relevant for this event:
[ ] dāna – generosity; honouring the seriousness of donors’ karmic act.
[ ] sacca / sammā-vācā – truthful, accurate record of who gave what, when, to whom.
[ ] sati / appamāda – careful, mindful remembrance through records.
[ ] Dhammadāyāda – being heir to the Dhamma, not to property or prestige.
[ ] mettā / karuṇā – sensitivity to donors and custodians under stress.
Short doctrinal reflection (3–6 sentences):
-
How does this documentation honour donors and protect faith?
-
How does it support “trustees, not owners” practice?
8. PEACE, CONFLICT & SDG LENS
8.1 Peace / conflict sensitivity
Tick if relevant:
[ ] This documentation may help resolve or prevent future disputes.
[ ] There is known tension around this donation / transfer.
[ ] High risk of later denial or confusion about what was given.
[ ] Some parties are vulnerable (age, health, power imbalance).
Short note:
8.2 SDG links
SDG 11.4 – Heritage protection
(How does this record protect provenance, prevent loss, and support future understanding?)
SDG 16 – Peace, justice & strong institutions
(How does it support transparency, accountability, and fair investigation?)
SDG 17 – Partnerships
(How might these records later support MoUs and trust with partners?)
9. RISK & SAFEGUARDS
9.1 Risks if documentation is weak or lost
Tick if present:
[ ] Future ownership / trusteeship disputes.
[ ] Harm to donors’ faith (they feel forgotten or misrepresented).
[ ] Difficulty responding to fact-checks or investigations.
[ ] Risk of scapegoating individuals without clear evidence.
Short risk note:
9.2 Safeguards applied
Tick and describe:
[ ] Digital backup of photos and documents (location: ______________).
[ ] Clear file naming and coding system.
[ ] Restricted but safe access for authorised staff.
[ ] Cross-reference in central Office logbook.
[ ] Copy of acknowledgement given to donor (if appropriate).
Safeguards note:
10. H96 REFLECTION – TRUSTEE, NOT OWNER
H96 guiding questions (tick and comment briefly):
[ ] Does this record show that we treat relics as shared trust, not personal property?
Notes: ___________________________________________________________
[ ] Are donors’ intentions and dignity clearly remembered?
Notes: ___________________________________________________________
[ ] Could a future H96 custodian reconstruct the history from these records without confusion?
Notes: ___________________________________________________________
Short H96 reflection (3–6 sentences):
11. SIGN-OFF & ARCHIVE
11.1 Sign-off
Prepared by (documentation officer):
Name: _______________________________ Role: _________________________
Signature: __________________________ Date: ____ / ____ / ______
Reviewed / Checked by (abbot / chief custodian / archives officer):
Name: _______________________________ Role: _________________________
Signature: __________________________ Date: ____ / ____ / ______
11.2 Archive details
Case / log entry code: _____________________________________________
Physical location (cabinet / box / folder): _________________________
Digital location (drive / folder path / system ID): _________________
Access level:
[ ] General internal [ ] Restricted [ ] Sacred-Restricted
Notes for future custodians:
(What should future leaders remember about this donation / transfer and how we tried to protect relics, donors, and peace through careful documentation?)
