THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: TK-050 (E/G)
Template Title: Testing Results Leaked Early — Access Logs & Confidentiality Control
Related Research Case IDs / Cluster: Cluster E (Science/Testing/Misinformation) + Cluster G (Neglect & Relic Loss Prevention)
Linked Templates / Policies:
TK-045 Chain-of-Custody Not Signed — Mandatory Witness Rule
TK-046 Lab Method Misunderstood — Public FAQ Sheet
TK-047 “Inconclusive” Result Anger — De-escalation Script
TK-051 Testing MoU & Data Governance Sheet
TK-055 “Science Talk” Misuse Risk Assessment
Institutional Policies for Relic Stewardship (HSWAGATA)
Vinaya (truthfulness, restraint, careful speech)
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-050 — Purpose
Use this template when testing results (or drafts, emails, images, or lab notes) are shared before official approval, causing:
rumours or conflict,
harm to trust,
pressure on custodians,
risk of misreading “inconclusive” or partial data.
This template helps staff:
record the leak event,
check access logs,
control confidentiality, and
issue a calm, safe response.
A. Immediate Containment (Do First)
Tick what has been done now:
☐ Stop further sharing (ask all holders to pause)
☐ Secure the original report files (restricted folder)
☐ Identify what exactly leaked (which page/image/phrase)
☐ Inform Compliance & Risk lead
☐ Inform Board / Executive Director (if medium/high)
☐ Preserve evidence (screenshots, URLs, message copies)
Containment notes (short):
B. Incident Overview
Incident title (short): __________________________________________
Date/time discovered: ____ / ____ / ______ ________
Who discovered it (name/role): __________________________________
What leaked? (tick)
☐ Full lab report ☐ Draft report ☐ Summary email ☐ Photos/scans ☐ Data table
☐ “Result line” only ☐ Lab name/logo ☐ Other: ______________________Where did it leak? (tick)
☐ Social media ☐ News ☐ Chat app group ☐ Email chain ☐ Public talk/sermon
☐ Internal staff group ☐ Other: _________________________________Link / evidence location (do not paste publicly; record internally):
Current impact level: ☐ Low ☐ Medium ☐ High
Reason: _________________________________________________________
C. Confidentiality Classification (Office Use)
Classify the leaked content:
☐ Restricted (results not yet approved; high misuse risk)
☐ Sacred-Restricted / Sensitive (may affect relic security, donors, conflict parties)
☐ Internal only (minor draft text)
Who classified it: _______________________ Date: //_____
D. Access Log Review (Who Had Access?)
D1. Controlled Access List (write names)
List everyone who had access before the leak:
__________________________ Role: __________________________
__________________________ Role: __________________________
__________________________ Role: __________________________
(Add more if needed)
D2. Access method
How was the file stored/shared?
☐ Printed copy
☐ Email attachment
☐ Cloud drive folder
☐ USB / external drive
☐ Messaging app file
☐ Lab portal / shared link
☐ Other: _______________________
D3. Key log questions (tick as you check)
☐ Was a public link used?
☐ Was forwarding allowed?
☐ Was “view-only” used?
☐ Was a password used?
☐ Was the file watermarked or version-coded?
☐ Were screenshots blocked? (if possible)
☐ Was printing controlled?
D4. Timeline (simple)
Date result received: //_____
Date first internal share: //_____
Earliest public appearance (best estimate): //_____
Date discovered: //_____
Notes:
E. Leak Path Assessment (Do Not Accuse Without Evidence)
Select the most likely path (tick one or more):
☐ Accidental forward (email / chat)
☐ Screenshot taken and shared
☐ Printed copy photographed
☐ Public link shared wrongly
☐ External party shared (lab / partner)
☐ Intentional misuse (suspected)
☐ Unknown
Evidence supporting this (facts only):
F. Corrective Actions (Confidentiality Control)
Tick what will be applied after this incident:
F1. Access control
☐ “Need-to-know” list reduced
☐ Two-person rule for viewing sensitive results
☐ Replace public links with controlled access
☐ Password + expiry date for any shared file
☐ Disable download (view-only where possible)
☐ No sharing via messaging apps
F2. Document control
☐ Add version number + date on every page
☐ Watermark: “DRAFT / INTERNAL / DO NOT SHARE”
☐ Page numbering + total pages (e.g., 2 of 9)
☐ Store master copy in one secure folder only
☐ Printed copies numbered and signed-out
F3. Staff control
☐ Re-brief staff on confidentiality
☐ Re-sign confidentiality declaration
☐ Training on “inconclusive” wording and public misunderstanding
☐ Disciplinary review (only if evidence supports it)
F4. Partner / lab control
☐ Remind partner of MoU confidentiality clause
☐ Require partner access log (if available)
☐ Restrict future sharing until safeguards improve
Assigned to (name/role): __________________ Due date: //____
G. Public/Stakeholder Response Plan (Calm + Minimal)
Choose one:
☐ No public response (monitor only)
☐ Short clarification note (official channel only)
☐ Meeting with key stakeholders (small group)
☐ Conflict de-escalation plan (if anger rises)
G1. Safe wording draft (short)
“We have seen partial information shared early. This is not an official release. Scientific results need full context and careful review. HSWAGATA will share any verified summary through official channels. We request calm and respectful speech.”
Spokesperson: __________________________ Date: //____
H. Closure
Case status: ☐ Open ☐ Under review ☐ Closed
Final summary (2–4 lines):
Archive code / file location: ______________________________________
I. Sign-off
Prepared by: __________________________ Signature: ________________
Reviewed by (Compliance/Risk): __________________ Signature: ________
Date: ____ / ____ / ______
End of Template TK-050
