TK-038 Template Title: Cross-Border Coordination Memo (Multi-Country Jurisdiction Problem)
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: TK-038
Template Title: Cross-Border Coordination Memo (Multi-Country Jurisdiction Problem)
Related Research Case IDs / Cluster:
Cluster C (Institution-Building & MoUs) / Cluster F (Conflict & Authority Disputes)
Linked Templates / Policies:
TK-026 Conflicting advice — single-source decision rule
TK-028 Police referral unclear — referral pathway map
TK-029 Evidence package — scope control
T38–T40 Cross-border narrative / transfer / enshrinement planning sheets (casebook)
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-038 — MULTI-COUNTRY JURISDICTION PROBLEM (C/F)
(Locations + cross-border coordination memo)
1. Purpose
Use TK-038 when the case involves two or more countries, and it becomes unclear:
which country has authority,
which office can register the case,
which law or procedure applies,
who must receive letters, evidence, or requests.
This memo helps HSWAGATA to:
map jurisdictions and responsible offices,
reduce “ping-pong” referrals,
prevent conflict and misinformation,
coordinate safely across borders.
2. Case Summary (Fill-in)
Case title (short): __________________________
Main issue type (tick):
☐ donation/transfer ☐ custody dispute ☐ testing/verification ☐ forged documents ☐ security threat ☐ other: ______
Countries involved (list):
Key dates:
First event date: ____ / ____ / ______
Submission(s) sent on: ____ / ____ / ______
Latest contact: ____ / ____ / ______
3. Location Map (Core Locations)
Fill only what is needed (do not overshare sensitive details).
A. Current location(s) of key objects/documents
Relic location country: ____________________
City/region (general): ____________________
Storage type (general): ☐ museum ☐ temple ☐ private custody ☐ unknown
B. Event locations (where key actions happened)
Transfer / meeting location(s): ____________________
Alleged testing / verification location(s): ____________________
Media/public claim location(s): ____________________
C. Stakeholder locations
Custodian(s) located in: ____________________
Donor(s) located in: ____________________
Agency/office locations: ____________________
4. Jurisdiction Questions (Tick What Is Unclear)
☐ Which country should register the case first?
☐ Which ministry/office is competent authority?
☐ Which police unit has jurisdiction (if security/fraud)?
☐ Which customs/heritage rules apply (if crossing borders)?
☐ Which court/oversight body applies (if formal dispute)?
☐ Who can legally verify documents/letters (if authenticity issue)?
5. Cross-Border Coordination Rule (Single Lead + Single Source)
Rule 5.1 — Choose ONE “Lead Country” for Procedure
Choose the country that best fits (tick one):
☐ Country where the relic/object is currently located
☐ Country where the main incident happened
☐ Country where the competent authority can register and issue a case number fastest
☐ Country where the main legal obligation exists (best written basis)
Lead country chosen: ____________________
Reason (1 line): ______________________________________
Rule 5.2 — Choose ONE “Decision Office” (Single Source)
Follow one office until you receive written redirect (no switching by verbal advice).
Decision office chosen: ____________________
Their contact point (if known): ____________________
(Use TK-026 if two agencies conflict.)
6. Cross-Border Coordination Memo (Send Internally / To Partners)
MEMO TITLE: Cross-Border Coordination — Jurisdiction and Next Steps
Date: ____ / ____ / ______
Prepared by: __________________________
A. What we know (facts only)
We confirm these facts:
We do not confirm these items yet (pending written proof):
B. Main risks (tick)
☐ loss/neglect risk (delay)
☐ theft/security risk
☐ misinformation/forgery risk
☐ pressure/coercion risk
☐ jurisdiction confusion risk
C. Coordination goal (1–2 lines)
D. Agreed working method
One lead country: ____________________
One decision office: ____________________
One spokesperson: ____________________
Evidence package owner (TK-029): ____________________
E. Next actions (numbered)
Send/confirm submission to decision office with request for case number.
Request written routing note if office says “not our duty.”
Prepare one standard evidence package index (copies only).
Set follow-up dates (7–10 days, 21–30 days).
If security/fraud: clarify police referral pathway in lead country (no informal handover).
7. Cross-Border Letter Plan (Who Gets What)
Tick and fill:
A. Letters to government/authority (lead country)
Office: ____________________
Content: ☐ status request ☐ case number request ☐ routing request ☐ security notice
Attachments: ☐ 1-page summary ☐ proof of submission ☐ evidence index only
B. Letters to other country offices (secondary countries)
Goal: information + coordination only (no blame).
Office: ____________________
Ask: “Who is competent authority for cross-border aspect?”
Attach: minimal summary only.
C. If customs/transfer is involved
Only send general request for procedure.
Do not describe exact relic movement plan in public channels.
(Use cross-border planning sheets in the casebook when needed.)
8. Evidence Handling Rules (Cross-Border Safety)
Copies first; originals locked.
No sharing of relic location details unless strictly required.
Redact personal data (phone, address, ID) unless demanded by competent authority.
One evidence package code + index list (TK-029).
One communication channel per office (avoid mixed messages).
9. Escalation Triggers (C → F)
Escalate to conflict controls if any occurs:
threats/pressure to withdraw,
local officer blocks filing,
repeated refusal to register,
request for informal handover,
media misinformation spreading fast.
If triggered, open F-path documentation and keep communications very controlled.
10. Follow-up Schedule (Cross-Border)
Day 0: send memo + submit to decision office
Day 7–10: request status + case number
Day 21–30: request responsible officer/unit + next step
Day 45–60: one controlled escalation to higher coordinating authority (lead country)
Every 60–90 days: long-cycle follow-up if slow systems
11. Annex (Attach as Needed)
Annex A: One-page timeline (dates only)
Annex B: Evidence index (titles only)
Annex C: Contact list of offices (official phone/address)
Annex D: Meeting minutes (if in-person only)
Archive tag: TK-038 / Cross-border jurisdiction (C/F)
End of Template TK-038