THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: TK-052 (E/H)
Template Title: Replica / 3D Scan Request — Proposal Review & Replica Ethics Policy
Related Research Case IDs / Cluster: Cluster E (Science/Testing/Misinformation) + Cluster H (Normative Models / Best Practice)
Linked Templates / Policies:
TK-043 Consent-First Testing Rule
TK-044 Non-Invasive-First Policy (Sampling risk)
TK-049 External Expert COI Disclosure Form
TK-050 Confidentiality Control (leaks)
TK-051 No-Fast-Claims Policy
TK-060 Image Editing & Visual Integrity Review
Institutional Policies for Relic Stewardship (HSWAGATA)
From Casebook to Compass (normative + 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 [ ]
TK-052 — Purpose
Use this template when a person or institution requests:
a replica, 3D scan, 3D model, digital twin, mould, or copy of a relic or relic container,
for display, education, research, media, or commercial purposes.
This template includes:
a proposal intake form, and
a Replica Ethics Policy (HSWAGATA rules).
A. Proposal Intake (Request Details)
Request title (short): __________________________________________
Date received: ____ / ____ / ______
Requester type (tick):
☐ Museum ☐ University ☐ Lab ☐ Media ☐ Donor ☐ Temple group ☐ Private company ☐ Individual ☐ Other: _______Requester name / organisation: __________________________________
Contact person + role: _________________________________________
Contact details: _______________________________________________
What is requested? (tick all that apply)
☐ 3D scan (non-contact)
☐ Photogrammetry (many photos)
☐ CT / X-ray scanning
☐ Surface scan (laser/structured light)
☐ Physical mould/cast (contact)
☐ 3D printed replica
☐ Digital model for online use
☐ Other: __________________________
Purpose stated by requester (tick):
☐ Education
☐ Conservation planning
☐ Research publication
☐ Exhibition display
☐ Virtual museum / website
☐ Commercial product / sales
☐ Religious outreach
☐ Other: __________________________
Deadline requested: ______________________
Assigned officer: _____________________ Date: //____
B. Replica Ethics Policy (Core Policy)
B1. Core rule
HSWAGATA may allow replicas or scans only when they:
protect the relic from harm,
reduce conflict and misinformation,
support peace, education, and respectful understanding.
HSWAGATA does not allow replicas or scans that:
create confusion about “authenticity,”
support fraud, relic trade, or fundraising deception,
disrespect sacred objects,
increase theft risk,
or break consent and custody rules.
B2. Consent-first rule
No scan, model, or replica work starts without:
written consent from the authorised custodian, and
Board (or delegated) approval.
B3. Non-invasive-first rule
HSWAGATA prefers methods that do not touch the relic:
allowed first: photography, photogrammetry, non-contact scanning
normally not allowed: moulds, casts, rubbing, any surface scraping
B4. “No new proof claims” rule
Replicas and 3D models must never be described as:
“scientific proof,” “DNA proof,” “authenticity confirmed,” or “official proof.”
B5. Sacred respect rule
All work must be done with:
respectful speech and conduct,
minimal handling,
correct ritual sensitivity (as decided by custodians).
C. Risk Review (Must Complete)
C1. Object and security risk
Relic/object ID: __________________________
Location: ________________________________
Handling risk level: ☐ Low ☐ Medium ☐ High
Theft / exposure risk level: ☐ Low ☐ Medium ☐ High
Notes: _________________________________________________________
C2. Misinformation risk
Could the replica/model be used to mislead people?
☐ Low ☐ Medium ☐ High
Reason: _________________________________________________________
C3. Commercial risk
Is there any plan for selling, paid access, or profit?
☐ No ☐ Yes (details): _________________________________________
If “Yes,” default response is reject, unless Board approves a strict exception.
C4. COI check (if external expert/company involved)
COI form completed (TK-049)? ☐ Yes ☐ No
D. Technical Method Check (Non-Invasive Ladder)
Tick the proposed method and safety notes:
☐ Photogrammetry (many photos, no touch)
Safety notes: ________________________________________________☐ Non-contact 3D scan (laser/structured light)
Safety notes: ________________________________________________☐ CT / X-ray scanning
Safety notes (permissions, transport, radiation policy): _____________☐ Contact mould/cast (high risk)
Normally not allowed. If requested, explain why no other method works:
E. Data Governance (Who Owns the Model?)
Tick all required controls:
E1. Ownership and storage
☐ HSWAGATA owns the master file
☐ Secure storage location: ______________________________
☐ Access list (names): __________________________________
☐ Version control used (date + code): _____________________
E2. Sharing limits
☐ No public release without written permission
☐ No third-party sharing
☐ No edits allowed without approval
☐ Watermark / label embedded (if possible): “Replica / Not Original”
☐ Use-only license defined (education only / exhibit only)
E3. Publication and media
☐ All captions reviewed (no proof claims)
☐ Any media must include the statement:
“This is a replica/digital model. It is not the original relic.”
F. Decision & Conditions
Decision (tick one):
☐ Approved (non-contact only)
☐ Approved with strict limits
☐ Paused (need more info / consent / COI)
☐ Rejected
If approved, conditions (tick all that apply):
☐ On-site only (no transport)
☐ Two-person rule during scanning
☐ No filming by requester
☐ No public posting for ___ days until review
☐ Captions must be approved
☐ Model resolution limited (to reduce misuse)
☐ Mandatory “Replica” label on all outputs
☐ Final files returned to HSWAGATA only
Decision by: __________________ Role: __________________ Date: //____
Board / delegated approval (if required): __________________ Date: //____
G. Standard “Approval / Refusal” Wording (Copy-Paste)
G1. Approval wording (safe)
“HSWAGATA approves a non-invasive replica/3D documentation process for education and preservation purposes only. This approval does not confirm authenticity and must not be used for fundraising, trade, or proof claims. All outputs must be labelled ‘Replica / Not Original’ and follow HSWAGATA data rules.”
G2. Refusal wording (safe)
“Thank you for your request. HSWAGATA cannot approve a replica/3D scan in this case due to relic safety, consent limits, and risk of misuse. We may offer alternative education materials through official channels.”
H. Sign-off & Archive
Prepared by: __________________________ Signature: ________________
Reviewed by (Head/Compliance/Security): ______________ Signature: ____
Date: ____ / ____ / ______
Archive code / file location: ______________________________________
End of Template TK-052
