THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: TK-028
Template Title: Police Referral Unclear (F) — Referral Papers + Referral Pathway Map
Related Research Case IDs / Cluster:
Cluster F (HGT Conflicts: threats, coercion, unclear authority) / Cluster C (routing and proper procedure)
Linked Templates / Policies:
TK-022 Office says “not our duty” — office-mapping guide
TK-026 Conflicting advice — single-source decision rule
TK-023 Quiet verbal response — verbal-to-written confirmation SOP
T67 Conflict Timeline & Evidence Log
T31 Chain-of-custody log (if relic movement is involved)
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
TK-028 — POLICE REFERRAL UNCLEAR (F)
(Referral papers checklist + referral pathway map)
1. Purpose
Use TK-028 when someone says:
“Go to the police,” or
“Police will handle it,” or
“We referred it to police,”
…but it is unclear:
which police unit,
what case number,
what jurisdiction,
what exact allegation,
what documents were officially transferred.
This template helps to:
reduce risk,
protect staff,
avoid wrongful routing,
keep a clear paper trail.
2. Key Safety Rule
If police referral is unclear:
Do not hand over originals without receipt.
Do not bring sacred items unless legally required and formally requested.
Do not go alone to sensitive meetings (two-person rule).
Do not sign unclear statements.
3. Fast Classification (Tick)
Referral type (best guess):
☐ Administrative referral (“for information”)
☐ Criminal complaint referral
☐ Security / threat report
☐ Theft / fraud / forgery related
☐ Unknown / mixed
Urgency:
☐ Low ☐ Medium ☑ High (default if threats/pressure exist)
4. Referral Papers Checklist (What We Must Ask For)
Tick what you have / need:
A. Identity of the Referring Agency
☐ Name of office/agency that referred
☐ Officer name + title
☐ Contact number / email
☐ Written note: “Referred to police”
B. Identity of the Police Receiver
☐ Police station name
☐ Unit/desk name (investigation, cyber, special branch, etc.)
☐ Officer name + badge/ID (if given)
☐ Jurisdiction area (township/district)
C. Case / Reference Numbers
☐ Referring agency reference ID
☐ Police complaint number / diary number
☐ Date/time of referral acceptance
D. Scope of Referral (Very Important)
☐ What issue exactly? (1 sentence)
☐ Who is complainant? (name/office)
☐ Who is respondent? (person/organization)
☐ What is requested from HSWAGATA? (documents only / interview / item inspection)
E. Transfer Proof
☐ Inventory list of documents transferred
☐ Receipt stamped/signed by police
☐ Copy retained by HSWAGATA
5. “Unclear Referral” Message Script (Send to Referring Agency)
Respectfully submitted,
Thank you for your guidance regarding police referral.
For correct procedure and safety, could you kindly confirm in writing:
Which police station/unit was referred to (name and location)?
Any police case/diary/reference number (if assigned)?
What documents or actions are requested from us?
We ask only to avoid wrong routing and to keep correct records.
With respect,
(name / role / contact)
6. “Police Intake Clarification” Script (Use at Police Station)
Respectfully, we are here to clarify the referral.
Could you please confirm:
Is there a case/diary number?
What is the subject and scope?
What documents are needed from us?
We can provide copies today and keep originals unless formally required.
Thank you.
7. Referral Pathway Map (Internal Guide)
Use this map to find the right route. Tick the branch you are in:
Branch 1 — Threats / Intimidation
Likely route: local police + (if needed) higher security unit
Evidence focus: messages, call logs, witnesses
Do: request written intake number
Branch 2 — Theft / Loss / Missing relic property
Route: police + internal custody log check
Evidence focus: chain-of-custody, inventory, access list
Do: seal records, restrict access
Branch 3 — Fraud / Forgery / Fake letters / misinformation
Route: police (fraud) + relevant verification office
Evidence focus: originals kept safe, certified copies, source links
Do: do not publish claims; preserve evidence
Branch 4 — “Police will handle” but nobody has details
Route: single-source decision rule (choose the office that can register)
Do: send written clarification request to both sides
Use: TK-026 logic
8. Two-Person Rule + Meeting Safety Checklist
Before any police meeting:
☐ Two staff attend (names: __________ / __________)
☐ Bring ID + authorization letter from HSWAGATA
☐ Bring copies, not originals (unless required)
☐ Bring printed timeline (1 page)
☐ Keep meeting notes immediately after
After meeting:
☐ Record officer name/unit
☐ Record case/diary number
☐ File any receipts/stamps
☐ Update the referral pathway map result
9. Referral Outcome Record (Fill-in)
Date of police contact: ____ / ____ / ______
Police station/unit: __________________________
Officer name/title: __________________________
Case/diary number: __________________________
What police requested:
☐ Copies of documents
☐ Interview statement
☐ Site visit
☐ Item inspection
☐ Other: __________________
What we provided: __________________________
Receipt obtained: ☐ Yes ☐ No
If no, why: __________________________
Next appointment / follow-up date: ____ / ____ / ______
10. Red Flags (Stop and Escalate Internally)
☐ Police refuse to give any intake number or receipt
☐ Someone asks for “informal handover”
☐ Request to bring sacred relics without written order
☐ Pressure to change your story
☐ Threats or harassment
If any red flag appears: pause and report internally, then proceed only with written procedure.
11. Archive Checklist
Attach and file:
☐ Referral request messages
☐ Any referral letter/paper
☐ Police receipts / diary number proof
☐ Meeting notes (two-person)
☐ Evidence bundle list (no sensitive public release)
Archive tag: TK-028 / Police referral unclear (F)
End of Template TK-028
