TK-039 Template Title: Record Lost Inside Office (C/G) — Tracking Stamps + Duplicate Filing Protocol
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: TK-039
Template Title: Record Lost Inside Office (C/G) — Tracking Stamps + Duplicate Filing Protocol
Related Research Case IDs / Cluster:
Cluster C (Institution-Building, records discipline) / Cluster G (Neglect, loss, weak admin control)
Linked Templates / Policies:
TK-021 Case-number request (if never issued)
TK-023 Verbal-to-written confirmation SOP
TK-025 Follow-up schedule SOP
TK-027 “Wait and see” delay risk control
T31 Chain-of-custody / custody log (if relic movement is involved)
Institutional Policies for Relic Stewardship (Safeguarding & prevention)
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-039 — RECORD LOST INSIDE OFFICE (C/G)
(Tracking stamps + duplicate filing protocol)
1. Purpose
Use TK-039 when an office says:
“We cannot find your record,” or
“No file exists,” or
“Please submit again,” or
You suspect the document was lost internally after delivery.
This situation may be:
C-type (admin misfiling), or
G-type (neglect/weak record controls causing repeated loss).
Goal:
Re-establish the record safely.
Avoid blame.
Create stronger proof (stamps, receipts, case number).
Prevent repeated loss.
2. Quick Identification (Tick)
What happened?
☐ Delivered but no case number was ever issued
☐ Case number exists but file “not found”
☐ Office asks for resubmission
☐ Office denies receipt (even with proof)
☐ Unknown / mixed
Risk level: ☐ Low ☐ Medium ☑ High (default if sensitive or repeated)
3. Tracking Stamps & Proof Checklist (What We Must Have)
Attach and prepare:
A. Proof of Delivery
☐ Registered mail tracking result / receipt
☐ Receiving stamp copy (if obtained)
☐ Delivery signature name (if available)
☐ Email sent log + attachment list (if email)
☐ Fax confirmation page (if fax)
B. Our Internal Proof Pack
☐ Copy of the original submission (exact version)
☐ Cover page with date and our reference number
☐ Attachment list (A1, A2, A3…)
☐ A one-page summary (facts only)
C. Office Tracking Details (If Known)
☐ Office intake counter name/room
☐ Any “incoming register” book number
☐ Any staff name who received it (if given)
4. Neutral “Record Not Found” Clarification Script
Use calm language (no blame):
Respectfully submitted,
Thank you for checking.
We understand that records can be difficult to locate.
For your convenience, we attach proof of delivery and a copy of the same submission.
Could you kindly advise:
Whether a case/reference number can now be issued, and
The correct unit/desk to register this matter, and
Whether any specific format is required for re-filing.
With respect,
(name / role / contact)
5. Duplicate Filing Protocol (HSWAGATA SOP)
Step 1 — Freeze the Original Version
Do not rewrite the story.
Use the exact same document version unless format correction is required.
Label it clearly: “DUPLICATE COPY — SAME AS SUBMITTED ON (date)”
Step 2 — Add a Duplicate Cover Page (One Page)
DUPLICATE FILING COVER PAGE
Original submission date: ____ / ____ / ______
Delivery method: ☐ registered mail ☐ hand delivery ☐ email ☐ fax
Proof of delivery attached: ☐ Yes
Reason for duplicate: “Office record not found / requested resubmission”
Request: “Please register and issue a case/reference number.”
Step 3 — Use Stronger Intake Method (Choose One)
☐ Hand delivery with stamp on our copy (best)
☐ Registered mail with tracking + delivery signature
☐ Official email to the office general inbox + CC to a supervisor (if allowed)
Step 4 — Ask for Minimum Confirmation
Ask for one of:
case number,
stamp on your copy,
written receipt,
routing note to correct unit.
Step 5 — Update Follow-up Calendar
Follow-up 1: Day 7–10
Follow-up 2: Day 21–30
Follow-up 3: Day 45–60 (gentle escalation if repeated loss)
(Use TK-025 schedule.)
6. Duplicate Filing “Stamp Request” Script (In Person)
Respectfully, we are submitting a duplicate copy because the record could not be located.
Could you kindly stamp this receiving copy with today’s date for our record keeping?
Thank you.
If they refuse to stamp:
Ask for a name card, counter number, or receipt slip (any small proof).
7. “Repeated Loss” Rule (G-type Control)
If the same office “loses” the record twice:
Do:
Send one polite escalation letter to the head of office:
“We have submitted twice with proof. Please advise a responsible unit to register and issue a reference number.”
Use single-source decision: choose one higher coordinating authority for routing guidance.
Do not accuse; keep it procedural.
8. Internal Risk Controls During Duplicate Filing
☐ Copies only (originals locked)
☐ Redact private data if not required
☐ Limit who can edit/send files (one package owner)
☐ Keep a mirror archive with version number
☐ Record all contacts (date/time/person)
9. Duplicate Filing Log (Fill-in)
Case title: __________________________
Original submission date: ____ / ____ / ______
Duplicate submission date: ____ / ____ / ______
Proof attached (tick):
☐ Postal tracking ☐ Stamp copy ☐ Email log ☐ Fax proof ☐ Other: ______
Office response:
☐ Accepted and registered
☐ Still cannot find
☐ Requested new format
☐ Refused to accept
Notes: ______________________________________
Case/reference number (if issued): __________________________
10. Archive Checklist
Attach and file:
☐ Original submission copy (frozen version)
☐ Proof of delivery (first submission)
☐ Duplicate cover page
☐ Proof of delivery (duplicate filing)
☐ Any stamp/receipt/case number
☐ Follow-up schedule dates
Archive tag: TK-039 / Record lost / Duplicate filing (C/G)
End of Template TK-039