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Office Of Siridantamahapalaka

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Office Of Siridantamahapalaka: ___ (TK-027) Template Title: “Wait and see” delays risk control — Interim safety measures checklist

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___ (TK-027) Template Title: “Wait and see” delays risk control — Interim safety measures checklist

on

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM

FOR INTERNAL USE ONLY

Template No.: T___ (TK-027)

Template Title: “Wait and see” delays risk control — Interim safety measures checklist

Related Research Case IDs / Cluster: G (MCU Neglect & Relic Loss)

Linked Templates / Policies: Incident Log; Security SOP; Conservation SOP; TK-025 Follow-up Schedule; TK-032 Escalation Ladder; Data Handling Rule

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

FIELDS

1. Situation (what “wait and see” means here)

  • Office / agency that said “wait and see”: ______________________________

  • Date/time: ____ / ____ / ______ ________

  • What is delayed? (tick)

    • Case number / registration

    • Inspection / visit

    • Security support

    • Storage / conservation support

    • Written reply / decision

    • Other: ______________________________

  • Exact words (as close as possible):
    “______________________________________________________________”

2. Risk notes (why delay is dangerous)
Tick what applies and add 1 short line.

  • Relic theft risk: ______________________________________________

  • Relic damage risk (heat, humidity, insects, handling): _____________

  • Record loss risk (files disappear inside office): _________________

  • Public peace risk (rumors, conflict, media pressure): _____________

  • Data/privacy risk (names or sacred info exposed): ________________

  • Deadline risk (legal time limit): _______________________________

3. Risk level (choose one for each)

  • Relic safety: Low [ ] Medium [ ] High [ ]

  • Public peace: Low [ ] Medium [ ] High [ ]

  • Data/privacy: Low [ ] Medium [ ] High [ ]
    If any High, inform Department Head + Security lead today. Done? Yes [ ] No [ ]

4. Interim safety measures checklist (do NOW, do not wait)
A) Relic access control

  • Two-person rule for any handling / opening / moving

  • Update access list (only necessary staff)

  • Visitor control (limit close viewing, no touching)

  • Key control (who holds keys, log each use)

B) Inventory and proof (quiet and secure)

  • Update inventory list (item name, location, condition)

  • Take date-stamped photos (store in restricted folder)

  • Check seals / locks (record condition)

  • Record any change immediately in Incident Log

C) Storage and environment (basic checks)

  • Check lock, safe, cabinet, room entry points

  • Check temperature / humidity (write numbers if available)

  • Keep away from water, sunlight, pests, smoke

  • Stop non-essential movement until risk is lower

D) People and peace (reduce conflict)

  • One spokesperson only (no mixed messages)

  • No public blaming words

  • Share only confirmed facts with community leaders

  • Support staff: calm, no panic, no rumor spread

E) Data handling (prevent leaks)

  • Remove unnecessary personal data from shared emails

  • Mark sensitive files “Restricted” or “Sacred-Restricted”

  • Use secure channels only (no open group chats)

5. Interim action plan (who does what by when)
Fill 3–5 actions only. Keep it simple.

ActionOwnerDue dateDone (Y/N)
____________________________________//_______
____________________________________//_______
____________________________________//_______

6. Communication to the office (polite, short, written)
Subject: Interim safety notice + request for timeline (Submission dated //____)

“Dear [Office/Name],
Thank you for your guidance. Because delay may increase risk, we have taken interim safety measures to protect the museum items and public peace.
We respectfully request a written timeline for the next step and the responsible unit/officer.
Proof of our submission: [tracking/receipt/portal ref].
Respectfully,
[Name/Role/Contact]”

Sent date: ____ / ____ / ______ Method: [ ] Email [ ] Letter [ ] Portal

7. Escalation triggers (tick if any)
Escalate using TK-032 if:

  • High relic safety risk

  • Missing records / signs of tampering

  • Threats / pressure / blocking

  • Data leak or privacy harm

  • No written reply after 30 days and risk is growing
    Escalated on: ____ / ____ / ______ To: ______________________________

8. Outcome tracking

  • Office gave timeline in writing? Yes [ ] No [ ]

  • Case number received? Yes [ ] No [ ] Number: _____________________

  • Risk reduced after interim actions? Yes [ ] No [ ]
    Notes (facts only): _________________________________________________

9. Archive and control

  • Museum file code: ________________________________________________

  • Stored in: [ ] Secure drive [ ] Physical file [ ] Both

  • Access level set: Internal only [ ] Restricted [ ] Sacred-Restricted

Sign-off
Prepared by: ___________________________ Role: ____________________
Reviewed by (if required): _________________________________________
Date: ____ / ____ / ______