TK-044 (E/G) Template Title: Sampling Risk to Relic Object — Conservator Advice & Non-Invasive-First Policy

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM

FOR INTERNAL USE ONLY

Template No.: TK-044 (E/G)

Template Title: Sampling Risk to Relic Object — Conservator Advice & Non-Invasive-First Policy

Related Research Case IDs / Cluster: Cluster E (Science/Testing/Misinformation) + Cluster G (Neglect & Relic Loss Prevention)

Linked Templates / Policies:

• TK-046 Scientific Testing Request & Ethics Checklist

• TK-049 DNA / Carbon-14 Unsuitability Explanation Sheet

• TK-051 Relic Testing MoU & Data Governance Sheet

• TK-058 National / Institutional Testing Policy Alignment Sheet

• TK-060 Relic Image Editing & Visual Integrity Review

• Institutional Policies for Relic Stewardship (HSWAGATA)

• From Casebook to Compass (Testing + governance templates)

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 [ ]

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TK-044 — Non-Invasive-First Policy (Core Policy)

Policy rule: HSWAGATA uses a Non-Invasive-First approach.
This means we choose methods that do not touch, remove, scrape, drill, or take any sample from a relic, unless:

1. A conservator writes a clear risk note, and

2. The Board approves, and

3. Consent is complete, and

4. No safer option can answer the question.

If the question can be answered with photos, records, or non-contact scans, then sampling is not allowed.

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A. Case Information

1. Case title (short): ______________________________________________

2. Relic/object ID code: ___________________________________________

3. Location of relic now: __________________________________________

4. Proposed test/request: __________________________________________

5. Who requested it (person/institution): ____________________________

6. Date received: ____ / ____ / ______

7. Assigned officer: ____________________ Date: ____ / ____ / ______

8. Status: ☐ Open ☐ Paused ☐ Approved ☐ Rejected ☐ Closed

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B. Object Risk Profile (Quick Check)

Tick all that apply:

B1. Physical sensitivity

• ☐ Very small / fragile

• ☐ Cracked / chipped / powdery

• ☐ Surface flaking

• ☐ Unknown material condition

• ☐ Previously repaired or glued

• ☐ Exposed to humidity / heat risk
  Notes: ___________________________________________________________

B2. Handling and movement risk

• ☐ Must not be moved

• ☐ Container is sealed or sacred-sealed

• ☐ Handling allowed only by authorised custodian

• ☐ Past incident of damage / near-loss
  Notes: ___________________________________________________________

B3. Risk level (initial)

• ☐ Low (stable object, strong container, minimal handling)

• ☐ Medium (some fragility, controlled handling possible)

• ☐ High (fragile, cracked, high chance of loss or damage)

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C. Non-Invasive Options Checklist (Must be reviewed first)

Tick each option that could answer the question without sampling.

C1. Documentation-based

• ☐ Review custody chain / records

• ☐ Compare with internal reference photos

• ☐ Examine historical container labels, seals, notes

• ☐ Interview custodians / donors for provenance clarification

C2. Visual methods (no contact)

• ☐ High-resolution photography (controlled lighting)

• ☐ Macro photography (no touch)

• ☐ Colour/texture observation under safe light

• ☐ Side-by-side comparison images (with scale in frame)

C3. Non-invasive scientific tools (no material removal)

• ☐ External scanning/inspection (non-contact)

• ☐ Non-contact spectroscopy/analysis (if available and safe)

• ☐ Environmental monitoring (humidity, temperature logs)

• ☐ Imaging of container (not opening, if opening is risky)

Result of non-invasive review:
☐ Non-invasive methods are enough → Sampling not allowed
☐ Non-invasive methods are not enough → go to Section D

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D. Sampling Proposal (Only if truly necessary)

D1. Why sampling is requested

Write the exact question and why it matters:

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D2. Sampling type

• ☐ Swab touch (surface)

• ☐ Micro-scrape (removal)

• ☐ Chip / drill (removal)

• ☐ Chemical contact

• ☐ Other: _______________________

HSWAGATA warning: Any removal is high-risk and normally rejected.

D3. Minimal harm plan

• Proposed smallest sample size: ______________________________

• Sampling point (where on object): ___________________________

• Who will perform it (name/role): _____________________________

• Two-person rule confirmed: ☐ Yes ☐ No

• Chain-of-custody plan ready: ☐ Yes ☐ No

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E. Conservator Advice (Required)

E1. Conservator name / organisation: ____________________________
E2. Date of assessment: ____ / ____ / ______
E3. Conservator method: ☐ Visual only ☐ Instrument check ☐ Full condition report

E4. Conservator statement (tick one)

• ☐ Do not sample (risk too high)

• ☐ Sample only if strict limits are followed

• ☐ Sampling acceptable (rare)

E5. Key risks noted (short)

• Risk to object integrity: _______________________________________

• Risk of cracking/fragment loss: _________________________________

• Risk from movement/transport: __________________________________

• Risk from contamination: _______________________________________

E6. Conservator required safeguards

Tick what the conservator requires:

• ☐ No removal of material (contact-only)

• ☐ Gloves + sterile tools

• ☐ Clean surface protocol

• ☐ Humidity control during handling

• ☐ Micro-support cradle / padded tray

• ☐ No transport off-site

• ☐ Immediate post-check + safe return to container
  Other: ___________________________________________________________

Conservator signature / stamp (if available): _______________________

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F. Decision: Non-Invasive-First Outcome

F1. Decision options

• ☐ Rejected (sampling not allowed)

• ☐ Paused (need more non-invasive work)

• ☐ Approved with strict limits (rare)

• ☐ Escalated to Board (high risk or sensitive case)

F2. Board / delegated approval

Required if sampling is considered:

• Approved by: __________________________ Role: __________________

• Date: ____ / ____ / ______

• Conditions attached (write short):

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G. Post-Action Record (If any handling occurred)

Tick when complete:

• ☐ Pre-condition photos taken

• ☐ Handling done under two-person rule

• ☐ No damage observed

• ☐ Post-condition photos taken

• ☐ Returned to container and secured

• ☐ Incident report filed if any issue occurred

Notes:

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H. Sign-off & Archive

Prepared by: __________________________ Signature: ________________
Reviewed by (Conservation/Compliance): ______________ Signature: ____
Date: ____ / ____ / ______
Archive code / file location: ______________________________________