TK-029 Template Title: Evidence Package Template (Evidence Requested, Scope Unclear)
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: TK-029
Template Title: Evidence Package Template (Evidence Requested, Scope Unclear)
Related Research Case IDs / Cluster:
Cluster E (Science, Testing, Misinformation: evidence discipline) / Cluster C (institutional procedure)
Linked Templates / Policies:
TK-023 Verbal-to-written confirmation SOP (if request was verbal)
TK-026 Conflicting advice — single-source decision rule (if two offices differ)
T67 Conflict Timeline & Evidence Log (if conflict risk appears)
T54 Forged Letters / External Fact-Check Response (when document authenticity is questioned)
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-029 — EVIDENCE REQUESTED, BUT SCOPE UNCLEAR (E)
(List of evidence + evidence package template)
1. Purpose
Use TK-029 when an authority, partner, lab, or agency says:
“Send evidence.”
“Provide proof.”
“We need documents.”
…but they do not clearly say:
which exact items,
which time period,
which format,
what they will use it for,
what privacy rules apply.
This template helps to:
respond in an organized way,
avoid oversharing sensitive items,
protect chain-of-custody and truthfulness,
reduce misinformation risk.
2. Safe Rule (Do This First)
Before sending evidence:
Ask for scope in writing (minimal, polite).
Prepare a package index (so nothing is “lost”).
Send copies first, keep originals secure.
Mark sensitive items: “Restricted / internal.”
3. Scope Clarification Message (Send First)
Respectfully submitted,
Thank you for requesting evidence.
To prepare the correct package, could you kindly confirm:
What evidence types you need (documents, photos, receipts, call logs, etc.)
The time period (from ____ to ____)
Preferred format (PDF, hard copy, certified copy)
Any privacy/confidentiality rules for handling the materials
We will follow your guidance and submit promptly.
With respect,
(name / role / contact)
4. Evidence Package Rules (Internal)
Tick what applies:
☐ Copies only (default)
☐ Originals shown only in-person with receipt
☐ Redact personal phone numbers where not needed
☐ Watermark: “For official review only”
☐ Use file naming:
TK029_CaseName_Item##_Date☐ Keep a mirror copy in HSWAGATA archive
5. Evidence Package Cover Sheet (Fill-in)
Package Title: ______________________________________
Requested by (office/person): __________________________
Request date: ____ / ____ / ______
Delivery due date (if any): ____ / ____ / ______
Delivery method: ☐ Email ☐ Registered mail ☐ Hand delivery ☐ Secure link
Case / Ref No. (if any): __________________________
Prepared by: __________________________
Reviewed by (2nd person): __________________________
Short purpose (1–2 lines):
Privacy note (tick):
☑ Internal / restricted handling requested ☐ Public-safe materials only
6. Evidence Index (Master List)
A. Core Documents
☐ A1. Original submission/complaint letter (copy)
☐ A2. Proof of submission (postal receipt / stamp / email log)
☐ A3. Case/reference number notice (if any)
☐ A4. Replies received (letters/emails)
☐ A5. Office-routing notes (“not our duty,” referrals)
B. Communication Records (Only what is relevant)
☐ B1. Call log summary (dates/times only)
☐ B2. Call notes (key quotes, short)
☐ B3. Emails/messages (screenshots or exports)
☐ B4. Meeting notes (who attended, what agreed)
C. Relic Custody & Handling (If relevant)
☐ C1. Chain-of-custody log excerpt
☐ C2. Inventory list (item count, label codes)
☐ C3. Storage condition check note
☐ C4. Access list (authorized persons)
D. Visual Evidence
☐ D1. Photos of documents (front/back)
☐ D2. Photos of packaging / seals
☐ D3. Location photos (storage room general—no sensitive angles)
E. Scientific / Verification Materials (If relevant)
☐ E1. Lab correspondence
☐ E2. Testing requests and ethics notes
☐ E3. Non-invasive observation notes
☐ E4. Misinformation correction notes
F. Witness / Statement Materials (Use carefully)
☐ F1. Names list (restricted)
☐ F2. Short witness statements (if requested)
☐ F3. Consent notes (if needed)
G. Media / Rumour / Forgery Risk (If relevant)
☐ G1. Links or screenshots of public claims
☐ G2. Fact-check notes
☐ G3. “Do not publish” sensitivity marking
7. Evidence Item Page (Repeat for Each Item)
Item Code: TK029-___ (01, 02, 03…)
Item Name: __________________________
Type: ☐ Letter ☐ Receipt ☐ Photo ☐ Screenshot ☐ Log ☐ Other: ____
Date created: ____ / ____ / ______
Source: __________________________
Authenticity status: ☐ Original ☐ Copy ☐ Screenshot ☐ Unknown
Short description (2–3 lines):
Relevance (1 line):
Sensitivity:
☐ Public-safe ☐ Internal-only ☐ Restricted ☐ Sacred-restricted
Redactions made: ☐ Yes ☐ No
If yes, what: __________________________
8. Packaging Checklist (Before Sending)
☐ Evidence index completed (Section 6)
☐ Each item labeled with item code
☐ PDF merged in correct order (if digital)
☐ Copies are clear and readable
☐ Originals remain locked and logged
☐ Second-person review done
☐ Delivery proof method prepared
☐ Backup copy stored securely
9. Delivery Note (Attach to Email / Cover Letter)
Respectfully submitted,
Please find attached the evidence package for (case/matter) as requested.
The package includes an index and labeled items for easy review.
Some items are marked “internal/restricted” for careful handling.
If you require any additional specific materials, please kindly advise the scope and format.
With respect,
(name / role / contact)
10. Archive Checklist (After Sending)
☐ Keep a mirror copy of the full package
☐ Save delivery proof (tracking/email sent log)
☐ Record what was sent, to whom, and when
☐ Update timeline of events
Archive tag: TK-029 / Evidence scope unclear (E)
End of Template TK-029