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.
| Action | Owner | Due date | Done (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: ____ / ____ / ______
