Template No.: T175 Template Title: Handover / Transition Note for Key Roles (Staff / Monks / Custodians)

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T175

Template Title: Handover / Transition Note for Key Roles (Staff / Monks / Custodians)

Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs) (also link G if risk of neglect/loss; F if conflict risk)

Linked Templates / Policies: T151 (Organogram Update), T152 (Board/Committee Register), T153 (Board Minutes), T159 (Legal Docs Checklist), T173 (Records Classification), T163 (Risk Register), T161 (Delegation of Authority)

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 [ ]

---

1) Purpose (why we use this note)

This note supports a safe and clear handover when a key role changes (staff, volunteer lead, or monk/custodian).
It reduces loss, confusion, and unfinished work.

---

2) Transition details (who is moving)

Outgoing person

• Full name: ______________________________________________

• Role/title: _______________________________________________

• Unit/Department: _________________________________________

• Last working day / last duty day: ____ / ____ / ______

• Contact after leaving (if allowed): _________________________

Incoming person

• Full name: ______________________________________________

• Role/title: _______________________________________________

• Unit/Department: _________________________________________

• Start date: ____ / ____ / ______

• Supervisor / reporting line: _______________________________

Handover meeting

• Date: ____ / ____ / ______

• Place/platform: __________________________________________

• People present (names/roles): ______________________________

  ---

---

3) Role summary (what this role is responsible for)

Write short bullets (5–10).

1. ---

2. ---

3. ---

4. ---

5. ---

6. ---

7. ---

8. ---

Boundaries (what this role must NOT do):

---

---

4) Key tasks (daily/weekly/monthly)

A) Daily / routine tasks

• ---

• ---

B) Weekly tasks

• ---

• ---

C) Monthly / periodic tasks

• ---

• ---

Key dates in the year (events, inspections, reports):

---

---

5) Open issues and pending work (important)

List each open issue, who owns it, and the next step.

Open Issue #1: ______________________________________________

• Status (tick): Open [ ] In progress [ ] Waiting [ ]

• Next step: ________________________________________________

• Owner (incoming / other): _________________________________

• Deadline: ____ / ____ / ______

• Risk level: Low [ ] Medium [ ] High [ ]

• Link to file/ref (if any): _________________________________

Open Issue #2: ______________________________________________

• Status: Open [ ] In progress [ ] Waiting [ ]

• Next step: ________________________________________________

• Owner: _________________________________________________

• Deadline: ____ / ____ / ______

• Risk level: Low [ ] Medium [ ] High [ ]

(Add more as needed.)

---

6) Active files, archives, and records list (what to hand over)

A) Key working files (current)

File/Folder 1: ______________________________________________

• File code (if any): __________________

• Location (cabinet/folder + digital path): __________________________

• Classification (tick): Public [ ] Internal [ ] Restricted [ ] Sacred-Restricted [ ]

File/Folder 2: ______________________________________________

• File code: __________________

• Location: _________________________________________________

• Classification: Public [ ] Internal [ ] Restricted [ ] Sacred-Restricted [ ]

B) Key archive files (history / reference)

Archive item 1: _____________________________________________

• File code: __________________

• Location: _________________________________________________

• Classification: Public [ ] Internal [ ] Restricted [ ] Sacred-Restricted [ ]

• Retention period / review date (if known): __________________________

(Add more as needed.)

Records classification updated (T173) if needed? Yes [ ] No [ ]

---

7) Access, keys, accounts, and authority (control list)

If Sacred-Restricted, list only what is necessary and follow safe handling rules.

A) Physical keys / access items

• Key/access item: _______________________ Returned [ ] Transferred [ ] Not applicable [ ]
  Date: //____ Witness: ______________________

• Key/access item: _______________________ Returned [ ] Transferred [ ] Not applicable [ ]
  Date: //____ Witness: ______________________

B) Digital accounts / systems

System/account: __________________________

• Access changed? Yes [ ] No [ ] Date: //____

• New access holder (role only if sensitive): _________________________

System/account: __________________________

• Access changed? Yes [ ] No [ ] Date: //____

C) Delegation and signing limits

• Does this role have signing/approval authority (T161)? Yes [ ] No [ ]
  If Yes, describe scope/limit: ________________________________________

• Authority removed from outgoing person? Yes [ ] No [ ] Date: //____

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8) Current partners, contacts, and regular meetings

List important people outside and inside.

Contact 1 (name/role/org): _________________________________

• Topic: _____________________ Email/phone: ________________

• Next meeting date (if known): //____

Contact 2 (name/role/org): _________________________________

• Topic: _____________________ Email/phone: ________________

Active MoUs / agreements linked to this role:

• MoU/project name: ____________________ Review date: //____

• MoU/project name: ____________________ Review date: //____

---

9) Assets and resources (what is used in the role)

Asset 1: __________________________ Location: _______________________ Condition: Good [ ] OK [ ] Needs repair [ ]
Asset 2: __________________________ Location: _______________________ Condition: Good [ ] OK [ ] Needs repair [ ]

Consumables / supplies to check: _____________________________________

---

10) Lessons and advice (short, practical)

• What works well (keep doing): _____________________________________

• What to improve (be careful): _____________________________________

• Common risks in this role: ________________________________________

• Safety / safeguarding reminders: ___________________________________

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11) Final handover confirmation (sign-off)

Outgoing person statement:
I have handed over the key tasks, open issues, and file list as written above.
Name: __________________________ Signature: __________ Date: //____

Incoming person statement:
I have received the handover and understand the key tasks and open issues.
Name: __________________________ Signature: __________ Date: //____

Supervisor / witness statement:
I confirm this handover was completed and access/authority controls were updated.
Name/role: ______________________ Signature: __________ Date: //____

---

12) Filing

File location (cabinet/folder + digital path): __________________________
Document version / code: ____________________ Effective date: //____

Template No.: T174 Template Title: End-of-Year Institutional Report Outline (Annual Report Template)

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T174

Template Title: End-of-Year Institutional Report Outline (Annual Report Template)

Related Research Case IDs / Cluster: _______________________________

Linked Templates / Policies: T164 (Annual Workplan & Budget Summary), T169 (Learning Workshop Note), T163 (Risk Register), T170 (Policy Compliance Self-Check), T173 (Records Classification), Board minutes (T153)

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 [ ]

---

1) Purpose (why we use this outline)

This outline helps HSWAGATA write a clear end-of-year report.
It records activities, finance, lessons, and next plans.

---

2) Report identity (basic info)

• Reporting year: ____________ (e.g., 2026)

• Report version: v_____

• Report type (tick): Internal report [ ] Public summary [ ] Donor report [ ] Regulator report [ ]

• Report coverage (sites/units included): ______________________________

• Main editor (name/role): __________________________________________

• Contributors (units/roles): ________________________________________

Records classification for the final report (tick one):
Public [ ] Internal [ ] Restricted [ ] Sacred-Restricted [ ]
(If Public, confirm no sensitive relic/security details are included.) Yes [ ] No [ ]

---

3) Executive summary (1 page)

Write short and clear.

• 3–5 key achievements:

  1. ---

  2. ---

  3. ---

  4. ---

  5. ---

• 3 main challenges:

  1. ---

  2. ---

  3. ---

• Top priorities for next year:

  1. ---

  2. ---

  3. ---

---

4) Introduction (who we are and what we do)

• Mission in simple words (2–4 lines):

  ---

• Main objectives (5–7 bullets):

  • ---

  • ---

  • ---

• Key changes this year (if any):
  Organisational changes [ ] New unit [ ] New policy [ ] New partners [ ] Other: ______
  Notes: ___________________________________________________________

---

5) Governance and management (how we were guided)

• Board and committee work (short):

  • Number of Board meetings: ______

  • Key decisions (list 3–7):

    1. ---

    2. ---

• Delegation and signing controls (brief):

  • Any major updates to authority matrix (T161)? Yes [ ] No [ ] Notes: ______

• Policies and compliance (brief):

  • Self-check done (T170)? Yes [ ] No [ ]

  • Main compliance improvements: _____________________________________

---

6) Activities and results (what we did)

Use the same structure for each department/unit, or for each major program.

A) Department / Program: __________________________

• Objective(s): ______________________________________________

• Main outputs delivered (3–8):

  1. ---

  2. ---

  3. ---

• Main activities (short list):

  • ---

  • ---

• Indicators and results (numbers or clear proof):

  • Indicator 1: __________________ Result: __________ Target: ________

  • Indicator 2: __________________ Result: __________ Target: ________

• Photos/records filed? Yes [ ] No [ ] Location: ______________________

(Add more sections as needed.)

---

7) Relic stewardship and safeguarding (high level only)

Note: Do not include sensitive security details in a Public report.

• Key stewardship actions (high level):

  • Conservation/maintenance highlights: ______________________________

  • Documentation/records updates: ___________________________________

  • Staff training/induction done (T166)? Yes [ ] No [ ]

• Any major incidents affecting safety or trust? Yes [ ] No [ ]
  If Yes, describe in safe general words (no sensitive details):

---

---

8) Partnerships and external engagement

• New partners this year (list): _______________________________________

• Active MoUs / joint projects (short list): _____________________________

• Community engagement and donations (high level): _____________________

• Stakeholder relations highlights (from T158, if used): __________________

---

9) Finance summary (simple and transparent)

Currency: _________

A) Income (summary)

• Donations/support: ____________________

• Grants: ______________________________

• Visitor income (if any): ______________

• Other income: ________________________
  Total income: _______________________

B) Spending (summary)

• Staff and operations: _________________

• Conservation/maintenance: _____________

• Security and safety: __________________

• Education/programs: __________________

• Admin/overhead: ______________________

• Other: _______________________________
  Total spending: _____________________

C) Budget result

• Surplus / deficit: _____________________

• Notes (reasons, one-time costs): ___________________________________

Finance documents attached? Yes [ ] No [ ]
Attachment list / location: __________________________________________

---

10) Risks, issues, and how we managed them

• Top 5 risks this year (link to T163 if used):

  1. Risk: ____________________ Level: Low [ ] Med [ ] High [ ] Control: __________

  2. Risk: ____________________ Level: Low [ ] Med [ ] High [ ] Control: __________

  3. Risk: ____________________ Level: Low [ ] Med [ ] High [ ] Control: __________

  4. Risk: ____________________ Level: Low [ ] Med [ ] High [ ] Control: __________

  5. Risk: ____________________ Level: Low [ ] Med [ ] High [ ] Control: __________

• Open issues carried into next year: __________________________________

---

11) Lessons learned (institutional learning)

• Learning triggers (tick): Success [ ] Failure/incident [ ] Near-miss [ ] Case learning [ ]

• Key lessons (3–7):

  1. ---

  2. ---

  3. ---

• Reforms agreed (policies/SOPs/training/equipment):

  1. ---

  2. ---

(If a workshop note exists, link to T169 reference ID/file.)

---

12) Future plans (next year)

• Main goals for next year (3–7):

  1. ---

  2. ---

  3. ---

• Top priorities (rank 1–5):

  1. ---

  2. ---

  3. ---

  4. ---

  5. ---

• Expected budget needs (high level): _________________________________

• Support needed (partners, staff, approvals): _________________________

• Next year review dates (quarterly or mid-year): ______________________

---

13) Attachments checklist

• Department workplans (T164) [ ]

• Finance statements / audit (if any) [ ]

• Policy compliance self-check summary (T170) [ ]

• Risk register summary (T163) [ ]

• Learning workshop notes (T169) [ ]

• Partnership list / MoU list [ ]

• Photos (approved only) [ ]

• Other: __________________________ [ ]

---

14) Sign-off and filing

Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Director/Governance): _____________ Signature: __________ Date: //____
Approved by (Board/Authority, if required): _____ Signature: __________ Date: //____

File location (cabinet/folder + digital path): __________________________
Report version / code: ____________________ Effective date: //____

Template No.: T173 Template Title: Archive & Records Classification Form (Public / Internal / Sacred-Restricted)

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T173

Template Title: Archive & Records Classification Form (Public / Internal / Sacred-Restricted)

Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs) (also link G/H if records protect against loss and support ethical practice)

Linked Templates / Policies: Document Control Policy, T162 (SOP Cover Sheet), T159 (Legal Docs Checklist), Data/Privacy Rules, Relic Safeguarding Policy

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 [ ]

---

1) Purpose (why we use this form)

This form classifies a file as Public, Internal, Restricted, or Sacred-Restricted.
It helps protect sensitive information and keeps records organised.

---

2) File identification (required)

• File code / reference ID: _______________________________

• File title: _____________________________________________

• File type (tick): Paper [ ] Digital [ ] Photo [ ] Video [ ] Audio [ ] Email [ ] Object record [ ] Other: ______

• Format (if digital): PDF [ ] DOCX [ ] XLSX [ ] JPG/PNG [ ] MP4 [ ] Other: ______

• Owner unit / department: _________________________________

• Prepared by (name/role): _________________________________

• Date created: ____ / ____ / ______

• Version (if any): v_____

• Location (cabinet/folder + digital path): __________________________

---

3) Classification level (choose one)

Select the level (tick one):

• Public [ ] (can be shared with the public)

• Internal [ ] (for staff/volunteers only)

• Restricted [ ] (limited staff only; approval needed)

• Sacred-Restricted / Sensitive [ ] (very limited; includes relic security/access details)

Reason for classification (short):

---

Who can access (roles only, not personal names):

---

Sharing allowed?

• External sharing allowed: Yes [ ] No [ ]
  If Yes, conditions (what must be removed/hidden first): __________________

• Public posting allowed (website/social): Yes [ ] No [ ]

---

4) Content risk check (tick all that apply)

This file includes:

• Personal data (staff/donor/visitor info) [ ]

• Financial data (bank, budgets, contracts) [ ]

• Legal documents (registration, disputes, court, police) [ ]

• Security details (keys, alarms, camera positions, schedules) [ ]

• Relic custody / access / movement details [ ]

• Scientific test results / sensitive research [ ]

• Partner confidential information [ ]

• Photos/video of restricted areas [ ]

• Other sensitive content: __________________________ [ ]

If any box is ticked, explain the main risk (1–3 lines):

---

---

5) Retention period (how long we keep it)

• Retention period (tick):
  1 year [ ] 3 years [ ] 5 years [ ] 7 years [ ] 10 years [ ] Permanent [ ] Other: ____

• Retention rule source (tick): Law/regulator [ ] Museum policy [ ] MoU/contract [ ] Best practice [ ] Other: ____

• Retention start date (tick): Created date [ ] Closed date [ ] End of project [ ] Other: ____

• Planned disposal / review date: ____ / ____ / ______

If Permanent, reason: ___________________________________________

---

6) Handling and storage rules (controls)

A) Storage

• Primary storage: Cabinet [ ] Archive room [ ] Server [ ] Cloud [ ] Other: ____

• Backup needed? Yes [ ] No [ ]
  If Yes, backup location: ____________________________________________

B) Copy control

• Controlled copies allowed? Yes [ ] No [ ]
  If Yes, list copy holders (roles/units): _______________________________

• Printing allowed? Yes [ ] No [ ]

• Photography/scanning allowed? Yes [ ] No [ ]

C) Special rules (if Sacred-Restricted)

• Must be stored in locked archive or encrypted folder: Yes [ ] No [ ]

• Access log required (who accessed + date): Yes [ ] No [ ]

• Two-person rule for access (if needed): Yes [ ] No [ ]
  Notes: ____________________________________________________________

---

7) Review and re-classification

• Next review date: ____ / ____ / ______

• Can this file be downgraded later (e.g., Restricted → Internal)? Yes [ ] No [ ]
  If Yes, conditions to downgrade: _____________________________________

---

8) Approval (who classifies)

Prepared by (name/role): _______________________ Signature: __________ Date: //____

Reviewed by (Records/Archive officer): ___________ Signature: __________ Date: //____

Reviewed by (Security / Doctrinal/Ethics, if needed): __________ Signature: __________ Date: //____

Approved by (Director / Authority): _____________ Signature: __________ Date: //____

---

9) Filing (records control)

• Form filed with the record? Yes [ ] No [ ]

• Filing location (cabinet/folder + digital path): __________________________

• Classification register updated? Yes [ ] No [ ]

• Notes: __________________________________________________________

Template No.: T172 Template Title: Institutional Logo & Branding Approval Form

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T172

Template Title: Institutional Logo & Branding Approval Form

Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs) (add H if ethics model is used)

Linked Templates / Policies: Branding Guidelines (if any), Communication Policy, T165 (Internal Memo), T157 (Partnership Evaluation), Conflict-of-Interest Policy

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 [ ]

---

1) Purpose (why we use this form)

This form approves the use of the HSWAGATA logo and branding.
It helps prevent misuse, confusion, and disrespect to Buddhist faith.

---

2) Requester details

• Requester name: __________________________________________

• Role / unit / organisation: _________________________________

• Phone / email: ____________________________________________

• Date needed by: ____ / ____ / ______

Request type (tick):
Internal staff [ ] Volunteer [ ] Partner (MoU) [ ] Vendor/Supplier [ ] Media [ ] Other: ______

---

3) Product / material details (what the logo will appear on)

• Product / item name: _______________________________________

• Material type (tick): Poster [ ] Brochure [ ] Book/report [ ] Website [ ] Social media [ ] Video [ ] Signage [ ] Uniform [ ] Gift item [ ] Certificate [ ] Other: ______

• Quantity (if printed): ____________

• Language(s): ______________________________________________

• Distribution area (place/country): __________________________

• Planned publication / event date: ____ / ____ / ______

Short description of the content (2–4 lines):

---

---

---

4) Audience and purpose (who will see it, and why)

• Main audience (tick): Visitors [ ] Donors [ ] Students [ ] Monastics [ ] Community [ ] Government [ ] Researchers [ ] Media [ ] Other: ______

• Purpose (tick): Education [ ] Museum information [ ] Donation/support [ ] Event notice [ ] Partnership project [ ] Research report [ ] Other: ______

Is money involved (selling, paid ads, fundraising, sponsorship)?
Yes [ ] No [ ]
If Yes, explain clearly: ____________________________________________

---

5) Branding assets requested (what files / elements)

Tick what is requested:

• Official logo (full colour) [ ]

• Official logo (one colour / black) [ ]

• Official logo (white / reverse) [ ]

• Museum name text mark [ ]

• Seal / stamp design [ ]

• Approved photos (non-sensitive) [ ]

• Fonts / colours / layout guide [ ]

• Other: __________________________ [ ]

File format needed: PNG [ ] JPG [ ] PDF [ ] SVG/AI [ ] Other: ______
Where files will be stored (path/folder): __________________________

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6) Doctrinal and ethics check (must complete)

Tick each item.

A) Respect and dignity

• The design is respectful to the Buddha, Dhamma, Sangha, and relic faith. Yes [ ] No [ ]

• The logo is not placed on disrespectful items (e.g., shoes, floor mats, trash bins). Yes [ ] No [ ]

• The design avoids jokes, mockery, or rude images/words. Yes [ ] No [ ]

B) Truthfulness and clarity

• The content is true and not misleading. Yes [ ] No [ ]

• The material does not make false claims about relics or miracles. Yes [ ] No [ ]

• The logo use will not confuse the public about ownership/approval. Yes [ ] No [ ]

C) Non-harm and social harmony

• The material does not promote hate, violence, or conflict. Yes [ ] No [ ]

• The material is not political party propaganda. Yes [ ] No [ ]

• The material is not used to attack other temples/groups. Yes [ ] No [ ]

D) Commercial and partner limits

• The logo is not used for private profit without written permission. Yes [ ] No [ ]

• If a partner uses the logo, it matches the MoU and project scope. Yes [ ] No [ ]

• Sponsorship logos (if any) do not dominate HSWAGATA identity. Yes [ ] No [ ]

E) Sensitive/Sacred-Restricted handling

• No Sacred-Restricted images/details are included. Yes [ ] No [ ] NA [ ]
  If “No”, describe what is sensitive and how it will be protected:

---

Doctrinal/ethics reviewer consulted? Yes [ ] No [ ]
Name/role/date: _______________________________________________

---

7) Risks and controls (quick check)

• Reputational risk level: Low [ ] Medium [ ] High [ ]

• Misinformation risk level: Low [ ] Medium [ ] High [ ]

• Partner misuse risk level: Low [ ] Medium [ ] High [ ]

Controls agreed (tick):

• Use only approved logo files [ ]

• Pre-publication review required [ ]

• Add disclaimer text (if needed) [ ]

• Limit distribution area/time [ ]

• Remove logo after project end date [ ]

• Other: __________________________ [ ]

---

8) Proof review (attach the draft)

Draft/Proof attached? Yes [ ] No [ ]
Attachment name / link: _________________________________________

Key corrections requested (if any):

---

---

---

9) Approval decision

Decision (tick one):
Approved [ ] Approved with conditions [ ] Not approved [ ] More info needed [ ]

Conditions (if any):

1. ---

2. ---

3. ---

Approval scope (limits):

• Approved for this product only: Yes [ ] No [ ]

• Approved for dates: //____ to //____

• Approved for channels: Print [ ] Web [ ] Social [ ] Video [ ] Signage [ ] Other: ______

• Approved for audience/location: ___________________________________

---

10) Signatures

Requester: ________________________________ Signature: __________ Date: //____

Reviewed by (Comms/Brand officer): __________ Signature: __________ Date: //____

Reviewed by (Doctrinal/Ethics): ______________ Signature: __________ Date: //____

Approved by (Director / Authority): ___________ Signature: __________ Date: //____

---

11) Filing (records control)

• Form filed? Yes [ ] No [ ]

• File location (cabinet/folder + digital path): __________________________

• Record ID / reference number: ____________________

• Notes: __________________________________________________________

Template No.: T171 Template Title: External Audit / Inspection Preparation Checklist

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T171

Template Title: External Audit / Inspection Preparation Checklist

Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs), Cases 21–35 (add E/F/G if science, conflict, or loss-prevention is involved)

Linked Templates / Policies: T159 (Legal & Registration Documents Checklist), T153 (Board Minutes), T165 (Internal Memo), T170 (Policy Compliance Self-Check), T163 (Risk Register Entry), Visitor Safety & Fire Plan

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 [ ]

---

1) Purpose (why we use this checklist)

This checklist helps us prepare for an external audit or inspection.
It makes sure documents are ready, staff are briefed, and the site is safe and orderly.

---

2) Audit / inspection details

• Audit/inspection type (tick): Government [ ] Donor/Grant [ ] Museum/heritage authority [ ] Fire safety [ ] Finance/Tax [ ] Partner review [ ] Other: ______

• Auditor/inspector organisation: _______________________________________

• Audit reference / letter date: ____ / ____ / ______

• Audit date(s): ____ / ____ / ______ to ____ / ____ / ______

• Time: __________ to __________

• Location(s) / areas to be visited: ____________________________________

• Scope (what they will check): _______________________________________

• Main requested documents (if listed): ________________________________

• Language needed / interpreter: Yes [ ] No [ ] If Yes: ________________

---

3) Contact persons (who will manage the audit)

A. Main audit coordinator (single point of contact)

• Name/role: _______________________________________________

• Phone/email: _____________________________________________

B. Backup coordinator

• Name/role: _______________________________________________

• Phone/email: _____________________________________________

C. Department contacts (fill as needed)

• Finance contact (name/role): _______________________________

• HR/admin contact (name/role): ______________________________

• Security contact (name/role): _______________________________

• Conservation/maintenance contact (name/role): _______________

• Visitor services contact (name/role): ________________________

• IT/records contact (name/role): _____________________________

D. Who greets auditors at arrival? _________________________________
E. Meeting room prepared by (name/role): __________________________

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4) Documents checklist (prepare before the visit)

Tick and record location. Add rows as needed.

A) Core governance and registration

1. Registration certificates / legal status docs
   Ready [ ] Not ready [ ] Date checked: //____ Location: __________ Owner: ________

2. Constitution / bylaws
   Ready [ ] Not ready [ ] Date: //____ Location: __________ Owner: ________

3. Board/committee register (T152) and key minutes (T153)
   Ready [ ] Not ready [ ] Date: //____ Location: __________ Owner: ________

4. Delegation of authority / signing list (T161)
   Ready [ ] Not ready [ ] Date: //____ Location: __________ Owner: ________

B) Policies and SOPs

5. Policy list + latest versions (include review dates)
   Ready [ ] Not ready [ ] Date: //____ Location: __________ Owner: ________

6. SOP list + SOP cover sheets (T162)
   Ready [ ] Not ready [ ] Date: //____ Location: __________ Owner: ________

7. Compliance self-check results (T170)
   Ready [ ] Not ready [ ] Date: //____ Location: __________ Owner: ________

C) Finance and donations (if in scope)

8. Approved annual budget and workplans (T164)
   Ready [ ] Not ready [ ] Date: //____ Location: __________ Owner: ________

9. Finance reports, receipts system, bank signatories
   Ready [ ] Not ready [ ] Date: //____ Location: __________ Owner: ________

10. Donation records and controls (if applicable)
    Ready [ ] Not ready [ ] Date: //____ Location: __________ Owner: ________

D) Safety, security, and site controls

11. Fire safety plan, drill records, extinguisher checks
    Ready [ ] Not ready [ ] Date: //____ Location: __________ Owner: ________

12. Visitor safety rules, incident log (if used)
    Ready [ ] Not ready [ ] Date: //____ Location: __________ Owner: ________

13. Security overview documents (avoid sensitive details in open areas)
    Ready [ ] Not ready [ ] Date: //____ Location: __________ Owner: ________

E) Partnerships and projects (if in scope)

14. Active MoUs / agreements list (T24/T156)
    Ready [ ] Not ready [ ] Date: //____ Location: __________ Owner: ________

15. Project reports and steering minutes (T168)
    Ready [ ] Not ready [ ] Date: //____ Location: __________ Owner: ________

F) Records and data (if in scope)

16. Document control rules + filing index
    Ready [ ] Not ready [ ] Date: //____ Location: __________ Owner: ________

17. Data/privacy notices and access rules (if applicable)
    Ready [ ] Not ready [ ] Date: //____ Location: __________ Owner: ________

Sensitive handling note:
Any Sacred-Restricted documents must be shown only to approved auditors, in a controlled room.
Sensitive pack needed? Yes [ ] No [ ] Prepared by: ___________________

---

5) Staff briefing plan (before the audit)

A) Who must be briefed (tick)

Board/Directors [ ] Managers [ ] Front desk/visitor staff [ ] Security [ ] Finance [ ] Conservation [ ] Volunteers [ ] Contractors [ ]

B) Briefing topics (tick)

• Audit purpose and scope [ ]

• How to answer questions (truthful, short, only what you know) [ ]

• Where documents are kept and who speaks for each topic [ ]

• Visitor safety and fire procedures [ ]

• Confidentiality (do not share restricted details) [ ]

• Behaviour (calm, respectful, no arguments) [ ]

C) Briefing record

Briefing 1: Date //____ Group: ______________ Trainer: __________ Done [ ]
Briefing 2: Date //____ Group: ______________ Trainer: __________ Done [ ]

---

6) Site readiness check (walk-through)

Do a walk-through 1–3 days before the visit.

A) Public areas

• Cleanliness and order (floors, toilets, signage)
  OK [ ] Fix needed [ ] Notes: __________________________ Owner: ______ Deadline: //____

• Visitor information and rules visible
  OK [ ] Fix needed [ ] Notes: __________________________ Owner: ______ Deadline: //____

B) Safety and fire

• Exits clear, lights working, assembly point known
  OK [ ] Fix needed [ ] Notes: __________________________ Owner: ______ Deadline: //____

• Fire equipment in place and not blocked
  OK [ ] Fix needed [ ] Notes: __________________________ Owner: ______ Deadline: //____

C) Offices and records areas

• Files organised and easy to find (no loose documents)
  OK [ ] Fix needed [ ] Notes: __________________________ Owner: ______ Deadline: //____

• Meeting room prepared (chairs, water, projector if needed)
  OK [ ] Fix needed [ ] Notes: __________________________ Owner: ______ Deadline: //____

D) Restricted areas (only if auditors are allowed)

• Access control working (keys, logs, escorts)
  OK [ ] Fix needed [ ] Notes: __________________________ Owner: ______ Deadline: //____

• Restricted information protected (no open displays of sensitive data)
  OK [ ] Fix needed [ ] Notes: __________________________ Owner: ______ Deadline: //____

---

7) Audit day plan (simple schedule)

• Arrival time expected: __________

• Welcome and ID check method: _________________________________

• Opening meeting time/place: __________________________________

• Site tour order: _____________________________________________

• Document review time/place: __________________________________

• Staff interview list (if known): _______________________________

• Closing meeting time/place: __________________________________

---

8) Issues list (gaps found before the audit)

Issue 1: ______________________________________________

• Type: Document [ ] Site [ ] Staff [ ] System [ ] Other: ____

• Priority: High [ ] Medium [ ] Low [ ]

• Fix action: ______________________________________________

• Owner: __________________________ Deadline: //____

• Status: Open [ ] In progress [ ] Done [ ]

(Add more as needed.)

---

9) Final readiness confirmation

• All key documents ready? Yes [ ] No [ ]

• Staff briefings done? Yes [ ] No [ ]

• Site walk-through done? Yes [ ] No [ ]

• Sensitive handling plan ready (if needed)? Yes [ ] No [ ]

---

10) Sign-off and filing

Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Director/Governance): _____________ Signature: __________ Date: //____

File location (cabinet/folder + digital path): __________________________
Checklist version / code: ____________________ Effective date: //____

Template No.: T170 Template Title: Internal Policy Compliance Self-Check Form (Department)

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T170

Template Title: Internal Policy Compliance Self-Check Form (Department)

Related Research Case IDs / Cluster: _______________________________

Linked Templates / Policies: T155 (Policy Drafting Cover Sheet), T162 (SOP Cover Sheet), T163 (Risk Register Entry), T164 (Workplan & Budget Summary), T153 (Board Minutes)

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 [ ]

---

1) Purpose (why we use this form)

This form helps each department check if it follows internal policies.
It records evidence and actions to fix gaps.

---

2) Self-check details

• Department / Unit: __________________________________________

• Period covered (month/quarter/year): __________________________

• Self-check date: ____ / ____ / ______

• Self-check team (names/roles): _______________________________

• Supervisor / reviewer (name/role): ___________________________

---

3) Rating guide (choose one per policy)

Compliant (C) = we follow it fully, and we have evidence.
Partly compliant (P) = we follow some parts, but gaps exist.
Not compliant (N) = we do not follow it, or we have no evidence.
Not applicable (NA) = this policy does not apply to our work.

Compliance rating: C [ ] P [ ] N [ ] NA [ ]

---

4) Policy list for this department (main checklist)

Use one block per policy. Add more blocks as needed.

Policy check #1

• Policy title: ______________________________________________

• Policy code / version (if known): ___________________________

• Applies to this department? Yes [ ] No [ ] (If No, mark NA and explain)

• Compliance rating (tick one): C [ ] P [ ] N [ ] NA [ ]

Evidence available (tick and describe):

• SOP exists and used [ ] SOP code: __________________________

• Staff briefing/training record [ ] Date: //____

• Logbook/register entry [ ] Which: __________________________

• Reports/minutes show compliance [ ] Which: __________________

• Photos/labels/signage [ ] Where: ____________________________

• Other evidence: __________________________ [ ]

Evidence location (cabinet/folder + digital path): ______________________

Gaps found (if any):

---

Actions required (if rating is P or N):
Action 1: _________________________________________________

• Owner (name/role): ____________________ Deadline: //____

• Evidence to provide after fix: ______________________________

Action 2 (optional): ________________________________________

• Owner: ____________________ Deadline: //____

---

Policy check #2

• Policy title: ______________________________________________

• Policy code / version: _____________________________________

• Applies? Yes [ ] No [ ]

• Rating: C [ ] P [ ] N [ ] NA [ ]

Evidence (short): _________________________________________________
Evidence location: ________________________________________________

Gaps (short): _____________________________________________________

Action(s): ________________________________________________________
Owner: __________________________ Deadline: //____

(Add more policy checks as needed.)

---

5) Summary results (quick view)

• Total policies checked: ______

• C (Compliant): ______

• P (Partly compliant): ______

• N (Not compliant): ______

• NA (Not applicable): ______

Top 3 issues to fix first (priority):

1. ---

2. ---

3. ---

---

6) Action plan register (all actions in one place)

Use one line per action so it is easy to track.

Action #1

• Related policy: ______________________________

• Task: _______________________________________

• Owner: ___________________________

• Deadline: ____ / ____ / ______

• Priority: High [ ] Medium [ ] Low [ ]

• Evidence to file: ____________________________

• Status: Open [ ] In progress [ ] Done [ ]

Action #2

• Related policy: ______________________________

• Task: _______________________________________

• Owner: ___________________________

• Deadline: ____ / ____ / ______

• Priority: High [ ] Medium [ ] Low [ ]

• Status: Open [ ] In progress [ ] Done [ ]

(Add more as needed.)

---

7) Risk and escalation (when to report higher)

Tick if any apply. If “Yes”, also consider a T163 risk entry.

1. Any gap affects relic access, custody, security, or Sacred-Restricted details.
   Yes [ ] No [ ] Notes: __________________________________________

2. Any gap may cause harm to visitors, staff, or community trust.
   Yes [ ] No [ ] Notes: __________________________________________

3. Any legal/registration requirement may be breached.
   Yes [ ] No [ ] Notes: __________________________________________

4. Any repeated non-compliance from last review.
   Yes [ ] No [ ] Notes: __________________________________________

Escalate to (tick): Director [ ] Board [ ] Security head [ ] Conservation head [ ] Legal/Compliance [ ]
Escalation date (if done): ____ / ____ / ______

---

8) Review schedule (next self-check)

• Review cycle (tick): Monthly [ ] Quarterly [ ] Every 6 months [ ] Yearly [ ] After incident [ ]

• Next planned self-check date: ____ / ____ / ______

• Person responsible to schedule: ______________________________

---

9) Sign-off and filing

Prepared by (name/role): _______________________ Signature: __________ Date: //____

Reviewed by (Unit Head): _______________________ Signature: __________ Date: //____

Reviewed by (Director/Governance, if needed): ___ Signature: __________ Date: //____

File location (cabinet/folder + digital path): __________________________
Form version / code: ____________________ Effective date: //____

Template No.: T169 Template Title: Institutional Learning Workshop Note (Learning Event Record)

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T169

Template Title: Institutional Learning Workshop Note (Learning Event Record)

Related Research Case IDs / Cluster: _______________________________

Linked Templates / Policies: T163 (Risk Register Entry), T153 (Board Minutes), T162 (SOP Cover Sheet), T155 (Policy Drafting Cover Sheet), Incident Report Form (if used)

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 [ ]

---

1) Purpose (why we use this note)

This note records a learning workshop after an event. It helps us keep good lessons and fix problems.

---

2) Workshop details

• Workshop title: ______________________________________________

• Date: ____ / ____ / ______

• Time: __________ to __________

• Place / platform: ____________________________________________

• Facilitator (name/role): _____________________________________

• Note taker (name/role): ______________________________________

---

3) Trigger (why the learning workshop happened)

Trigger type (tick one):
Case study learning [ ] Failure / incident [ ] Success / good practice [ ] Near-miss (almost happened) [ ] Other: ______

Trigger summary (2–6 lines):

---

---

Related case ID(s) / file reference (if any): _______________________
Related risk ID (if any, link to T163): _____________________________

Is this related to relic safeguarding or sensitive security details?
Yes [ ] No [ ]
If Yes, keep details limited and mark Sacred-Restricted if needed.

---

4) Participants

Total participants: _______

Units / roles present:

• ---

• ---

• ---

External partners present (if any):

• ---

---

5) What happened (facts only)

Write short facts. Do not blame people.

• What happened: __________________________________________________

• Where: _________________________________________________________

• When: _________________________________________________________

• What was affected (people, objects, trust, work): ___________________

• What was done immediately: ______________________________________

---

6) Key lessons (what we learned)

List the lessons clearly. Add more lines as needed.

Lesson 1: ________________________________________________________

• Why this matters: _______________________________________________

Lesson 2: ________________________________________________________

• Why this matters: _______________________________________________

Lesson 3: ________________________________________________________

• Why this matters: _______________________________________________

Lesson 4 (optional): ______________________________________________

• Why this matters: _______________________________________________

Root causes (tick all that apply):
Training gap [ ] Unclear SOP [ ] Lack of staff/time [ ] Poor communication [ ] Weak supervision [ ] Equipment issue [ ] Documentation gap [ ] Partner gap [ ] Other: ______

Notes: ___________________________________________________________

---

7) Agreed reforms (what we will change)

Write practical reforms. Each reform should have an owner and a deadline.

Reform / Action 1

• Change agreed: ______________________________________________

• Type (tick): New SOP [ ] Update SOP [ ] New policy [ ] Training [ ] Equipment [ ] Staffing [ ] Reporting line [ ] Partner/MoU [ ] Other: ____

• Owner (name/role): __________________________________________

• Support unit/team: ___________________________________________

• Deadline: ____ / ____ / ______

• Evidence to file (minutes, SOP, photo, report): __________________

• Risk link (if needed, T163 ID): ________________________________

Reform / Action 2

• Change agreed: ______________________________________________

• Type: New SOP [ ] Update SOP [ ] New policy [ ] Training [ ] Equipment [ ] Staffing [ ] Reporting line [ ] Partner/MoU [ ] Other: ____

• Owner: __________________________________________

• Deadline: ____ / ____ / ______

• Evidence to file: _____________________________________________

Reform / Action 3

• Change agreed: ______________________________________________

• Owner: __________________________________________

• Deadline: ____ / ____ / ______

• Evidence to file: _____________________________________________

(Add more reforms as needed.)

---

8) What we will stop / start / continue (quick summary)

Stop (what we should not do anymore):

---

Start (new good practice):

---

Continue (what works well):

---

---

9) Follow-up plan (check the reforms)

• Follow-up check date 1: ____ / ____ / ______ Owner: __________________

• Follow-up check date 2: ____ / ____ / ______ Owner: __________________

• Report results to (tick): Director [ ] Board [ ] Committee [ ] Unit Head [ ]

---

10) Approvals and sign-off

Prepared by: ______________________________ Signature: __________ Date: //____
Reviewed by (Unit Head): __________________ Signature: __________ Date: //____
Reviewed by (Director/Governance): ________ Signature: __________ Date: //____

---

11) Attachments (tick)

• Attendance list [ ]

• Photos (if allowed) [ ]

• Incident report (if any) [ ]

• Updated SOP cover sheet (T162) [ ]

• Policy drafting cover sheet (T155) [ ]

• Risk register entry (T163) [ ]

• Other: __________________________ [ ]

---

12) Filing

File location (cabinet/folder + digital path): __________________________
Document version / code: ____________________ Effective date: //____

Template No.: T168 Template Title: Multi-Partner Steering Committee Minutes (Joint Project)

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T168

Template Title: Multi-Partner Steering Committee Minutes (Joint Project)

Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs), Cases 21–35 (add E/F if science or conflict risk is involved)

Linked Templates / Policies: T24 (MoU Pack), T156 (MoU Concept Note), T157 (Partnership Evaluation), T165 (Internal Memo), T158 (Stakeholder Map), Project Risk Register (T163)

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 [ ]

---

1) Meeting details

• Joint project name: __________________________________________

• Steering Committee meeting number / code: ______________________

• Date: ____ / ____ / ______

• Time: __________ to __________

• Place / platform: ____________________________________________

• Chairperson (name + organisation): ____________________________

• Minute taker (name + organisation): ___________________________

• Languages used (if relevant): _________________________________

---

2) Participants (who joined)

A) Present (name / role / organisation)

1. ---

2. ---

3. ---

4. ---

5. ---

B) Apologies (name / organisation)

1. ---

2. ---

C) Observers / guests (name / reason)

1. ---

Quorum / minimum attendance met (if defined)? Yes [ ] No [ ]
If No, note what was agreed (information-only / reschedule):

---

---

3) Opening notes (short)

• Welcome and opening remarks: ______________________________________

• Confirmation of agenda: Approved [ ] Not approved [ ] Changes: _________

• Review of last minutes (date): //____ Approved: Yes [ ] No [ ]

---

4) Agenda items and minutes (items, decisions, tasks)

Use one block per agenda item.

Item ___ : ______________________________________

Key discussion points (short):

• ---

• ---

Decision (tick): Approved [ ] Not approved [ ] Deferred [ ] Information only [ ]
Decision details (clear and short):

---

Shared tasks (actions) from this item:

• Task: _________________________________________________
  Responsible person: ____________________ Organisation: ____________
  Support person/team (if any): _________________________________
  Deadline: ____ / ____ / ______
  Deliverable / evidence: _____________________________________
  Status: Open [ ] In progress [ ] Done [ ]

(Add more tasks as needed.)

---

5) Decisions log (quick list)

Decision #1: _________________________________________________

• Related item number: ____

• Decision: Approved [ ] Not approved [ ] Deferred [ ]

• Notes: ______________________________________________________

Decision #2: _________________________________________________

• Related item number: ____

• Decision: Approved [ ] Not approved [ ] Deferred [ ]

• Notes: ______________________________________________________

(Add more as needed.)

---

6) Shared task register (all tasks in one place)

Use one line per task.

Task 1

• Task summary: ______________________________________________

• Owner (name/role): __________________ Organisation: __________

• Deadline: ____ / ____ / ______

• Deliverable: _______________________________________________

• Status: Open [ ] In progress [ ] Done [ ]

Task 2

• Task summary: ______________________________________________

• Owner: __________________________ Organisation: _____________

• Deadline: ____ / ____ / ______

• Deliverable: _______________________________________________

• Status: Open [ ] In progress [ ] Done [ ]

(Add more as needed.)

---

7) Risk and issue notes (for joint projects)

Keep notes simple. Avoid sensitive details if Sacred-Restricted.

Issue/Risk 1: _________________________________________________

• Type (tick): Security [ ] Legal [ ] Conservation [ ] Science/Testing [ ] Community conflict [ ] Finance [ ] Schedule [ ] Other: ____

• Level: Low [ ] Medium [ ] High [ ]

• Action agreed: ______________________________________________

• Owner: __________________________ Deadline: //____

Issue/Risk 2: _________________________________________________

• Type: Security [ ] Legal [ ] Conservation [ ] Science/Testing [ ] Community conflict [ ] Finance [ ] Schedule [ ] Other: ____

• Level: Low [ ] Medium [ ] High [ ]

• Action agreed: ______________________________________________

• Owner: __________________________ Deadline: //____

---

8) Communications (what will be shared)

• What will be shared with partners (tick): Minutes [ ] Action list [ ] Public summary [ ] None [ ]

• Public communication needed? Yes [ ] No [ ]
  If Yes, who drafts and who approves: _________________________________

Confidentiality reminder: Some topics may be restricted. Share only approved content.

---

9) Next meeting

• Proposed date: ____ / ____ / ______

• Proposed time: __________

• Place / platform: ____________________________________________

• Main topics planned (optional): _______________________________

• Host organisation (if rotating): ______________________________

---

10) Closing

• Meeting closed at: __________

• Chairperson name/signature: __________________ Date: //____

• Minute taker name/signature: _________________ Date: //____

---

11) Attachments checklist

• Agenda papers [ ]

• Partner reports [ ]

• Project timeline / Gantt [ ]

• Budget summary [ ]

• Risk register extract (T163) [ ]

• Draft MoU / addendum (T24/T156) [ ]

• Other: __________________________ [ ]

---

12) Filing

File location (cabinet/folder + digital path): __________________________
Minutes version / code: ____________________ Effective date: //____

Template No.: T167 Template Title: Organisational Change Communication Plan

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T167

Template Title: Organisational Change Communication Plan

Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs), Cases 21–35 (add F if conflict risk; G if neglect/loss risk)

Linked Templates / Policies: T151 (Organisational Chart Update), T160 (New Unit Proposal), T165 (Internal Memo), T153 (Board Minutes), T166 (Induction Checklist), Stakeholder Map (T158)

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 [ ]

---

1) Purpose (why we use this plan)

This plan manages messages during organisational change.
It helps reduce confusion, fear, conflict, and rumours.

---

2) Change summary (what is changing)

• Change title (short): __________________________________________

• Type (tick): Restructure [ ] New unit [ ] Merge units [ ] Role changes [ ] Process change [ ] Other: ______

• Short change summary (3–6 lines):

  ---

  ---

• Why this change is needed (simple):

  ---

• What is NOT changing (to calm fears):

  ---

• Decision date (Board/Director): ____ / ____ / ______

• Planned effective date: ____ / ____ / ______

---

3) Affected groups (who is impacted)

Tick and list details.

Internal groups

• Board [ ] Which members/committees: ______________________________

• Management team [ ] Who: ________________________________________

• Staff [ ] Units/roles affected: ___________________________________

• Volunteers / interns [ ] Roles affected: ___________________________

• Contractors [ ] Which services: __________________________________

External groups

• Partner temples [ ] Names: ______________________________________

• Labs / universities [ ] Names: ___________________________________

• Donors / supporters [ ] Groups: __________________________________

• State offices / regulators [ ] Names: _____________________________

• Media (if needed) [ ] Names: _____________________________________

• Local community leaders [ ] Names: _______________________________

Most sensitive group(s) (highest concern):

---

---

4) Key messages (what we will say)

Write short, respectful messages. Keep them consistent.

Message 1 (Why change):

---

Message 2 (What changes + when):

---

Message 3 (What stays the same):

---

Message 4 (How this protects relics and safety):

---

Message 5 (How we support staff/volunteers):

---

Message 6 (Rumour control / truthfulness):
“We will share correct information. If you are unsure, ask the official contact.”

Do we need a Sacred-Restricted message version (limited details)?
Yes [ ] No [ ]
If Yes, what details must NOT be shared: _____________________________

---

5) Channels (how we will communicate)

Tick channels and add notes.

Internal channels

• Board meeting / minutes [ ] Notes: ________________________________

• Staff meeting / briefing [ ] Notes: ________________________________

• Email / internal memo (T165) [ ] Notes: ____________________________

• Notice board [ ] Notes: __________________________________________

• Manager 1-to-1 talks [ ] Notes: ___________________________________

• Induction update for new people (T166) [ ] Notes: ___________________

• SOP updates (T162) [ ] Notes: _____________________________________

External channels

• Official letter to partners [ ] Notes: ______________________________

• MoU notice / addendum (T24/T156) [ ] Notes: ________________________

• Donor update note [ ] Notes: ______________________________________

• Meeting with state offices [ ] Notes: _______________________________

• Website / public statement (only if approved) [ ] Notes: _____________

---

6) Timing plan (when we communicate)

Use one line per message event.

Communication schedule

Event 1

• Audience/group: __________________________

• Message topic: ___________________________

• Channel: _________________________________

• Date/time: //____ ________

• Sender (name/role): ______________________

• Support person: __________________________

Event 2

• Audience/group: __________________________

• Message topic: ___________________________

• Channel: _________________________________

• Date/time: //____ ________

• Sender: _________________________________

(Add more as needed.)

Key rule: Tell internal staff before external audiences, unless legal/safety needs require otherwise.
Exception (if any): _________________________________________________

---

7) Questions, feedback, and support (two-way communication)

• Main contact for questions (name/role): _____________________________

• Email/phone: _________________________________________________

• Backup contact: ________________________________________________

• How feedback will be collected (tick):
  Anonymous box [ ] Email [ ] Group meeting [ ] 1-to-1 [ ] Survey [ ] Other: ____

• Support offered (tick):
  Extra training [ ] Clear job notes [ ] Mentoring [ ] Schedule help [ ] Counselling referral (if available) [ ] Other: ____

---

8) Risk notes (communication risks)

Tick and note short controls.

• Rumours / misinformation risk [ ] Control: __________________________

• Staff fear / morale risk [ ] Control: _______________________________

• Partner misunderstanding risk [ ] Control: __________________________

• Conflict risk (internal/external) [ ] Control: ________________________

• Security risk (too much detail shared) [ ] Control: ___________________

• Legal/regulatory risk [ ] Control: _________________________________

Overall comms risk: Low [ ] Medium [ ] High [ ]

---

9) Approval and record

Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Director / Governance): ____________ Signature: __________ Date: //____
Approved by (Board / Authority, if needed): ______ Signature: __________ Date: //____

File location (cabinet/folder + digital path): __________________________
Plan version / code: ____________________ Effective date: //____

Template No.: T166 Template Title: Staff & Volunteer Induction Checklist

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T166

Template Title: Staff & Volunteer Induction Checklist

Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs) (also link if relevant: D/E/F/G for donations, science, conflict, neglect prevention)

Linked Templates / Policies: T162 (SOP Cover Sheet), T165 (Internal Memo), Relic Access & Safeguarding Policy, HR Rules/Code of Conduct, Fire Safety Plan, Data/Records Rules

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 [ ]

---

1) Person details

• Full name: ______________________________________________

• Role (tick): Staff [ ] Volunteer [ ] Intern [ ] Contractor [ ]

• Unit / Department: _______________________________________

• Start date: ____ / ____ / ______

• Supervisor (name/role): __________________________________

• Work location/site: ______________________________________

• ID / badge issued? Yes [ ] No [ ] Date: //____

---

2) Induction tracking (how to mark)

For each topic, tick: Done / Not done / Not needed and write the date + trainer.

Columns: Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer/Officer: __________ Notes: ________

---

3) Core induction topics checklist

A) Welcome and role basics

1. Museum mission and values (peace, respect, truthfulness)
   Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

2. Tour of site (work areas, staff areas, restricted areas)
   Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

3. Job/role description explained (tasks, boundaries, reporting line)
   Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

4. Working hours, attendance, leave/request process
   Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

---

B) Safeguarding and relic care (must-do)

5. Safeguarding rules (respect, no harm, visitor safety, reporting concerns)
   Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

6. Relic dignity and conduct (no jokes, no disrespect, calm speech)
   Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

7. Relic access levels (who can enter restricted spaces; escort rules)
   Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

8. Handling rules (no touching unless authorised; gloves/tools if authorised)
   Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

9. Photography/media rules (no photos in restricted areas; approvals)
   Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

10. Incident reporting for safeguarding or relic risk (who to tell, how fast)
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

---

C) HR rules and workplace conduct

11. Code of conduct (honesty, respectful speech, no harassment, no gifts for favour)
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

12. Conflict of interest (declare links to donors/partners/suppliers)
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

13. Anti-bribery / donations handling basics (no private taking of donations)
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

14. Complaint process (how to raise issues safely)
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

15. Staff/volunteer file completed (ID copy if needed, emergency contact)
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

---

D) Fire safety and emergency readiness (must-do)

16. Fire exits and assembly point shown
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

17. Alarm sounds and emergency calls (who calls, phone numbers)
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

18. Fire extinguisher basics (where they are; only trained use)
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

19. Emergency roles (warden/first aid/security) and how to follow instructions
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

20. Evacuation drill explained (or attended)
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

---

E) Security and visitor management

21. Visitor rules (greeting, dress/behavior guidance, calm de-escalation)
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

22. Restricted doors/keys policy (no key sharing; no door propping)
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

23. Lost property and suspicious items procedure
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

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F) Records, data, and communication

24. Document control basics (use correct version of SOPs/forms)
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

25. Data/privacy rules (visitor lists, donor info, staff info)
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

26. Internal communication (email, memo/circular system, reporting lines)
    Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

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G) Role-specific training (fill as needed)

Topic 1: __________________________________________
Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

Topic 2: __________________________________________
Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

Topic 3: __________________________________________
Done [ ] Not done [ ] Not needed [ ] Date: //____ Trainer: ______ Notes: ______

---

4) Final confirmation

Induction complete? Yes [ ] No [ ]
If No, list remaining items and dates planned:

---

New staff/volunteer statement (tick):
I understand the basic rules, especially safeguarding, relic respect, HR rules, and fire safety.
Agree [ ] Need more training [ ]

Name: __________________________ Signature: __________ Date: //____

Supervisor name: __________________ Signature: _________ Date: //____

Induction officer name: ____________ Signature: _________ Date: //____

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5) Filing

File location (cabinet/folder + digital path): __________________________
Checklist version / code: ____________________ Effective date: //____

Template No.: T165 Template Title: Internal Office Circular / Memo Template

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T165

Template Title: Internal Office Circular / Memo Template

Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs), Cases 21–35

Linked Templates / Policies: Document Control Policy, T153 (Board Minutes), T162 (SOP Cover Sheet), Staff Code of Conduct

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 [ ]

---

1) Memo header (required)

Memo / Circular No.: __________________________
Date: ____ / ____ / ______

From (name + role + unit):

---

To (tick): All staff [ ] Selected units [ ] Board [ ] Volunteers [ ] Contractors [ ] Other: ______
To (list units/roles/names):

---

CC (optional): ________________________________________________

Subject (short and clear):

---

Priority (tick): Normal [ ] Urgent [ ] Immediate [ ]

---

2) Background (optional, 2–4 lines)

Why this memo is issued:

---

---

---

3) Main message (what people must know)

Write in short paragraphs or bullets.

---

---

---

---

4) Action required (what people must do)

Tick one or more, and write clearly.

• Read and follow [ ] Details: _______________________________________

• Attend meeting/training [ ] Details: ________________________________

• Submit information/report [ ] Details: ______________________________

• Stop / pause an activity [ ] Details: _______________________________

• Start a new process [ ] Details: ___________________________________

• Other: ____________________ [ ] Details: ___________________________

Responsible person / unit (who must act): __________________________

---

5) Deadline (must be clear)

Deadline date: ____ / ____ / ______ Time (if needed): ________
Where to send / report to (name/role/email): _______________________

---

6) Supporting documents (attachments / links)

Attach or link related documents.

• Policy / SOP attached [ ] Title/code: ______________________________

• Form/template attached [ ] Title/code: _____________________________

• Meeting agenda attached [ ]

• Other attachment: __________________________ [ ]

File location (cabinet/folder + digital path): ______________________

---

7) Questions / contact

For questions, contact: ______________________ (name/role)
Phone/email: ________________________________________________

---

8) Approval and distribution

Prepared by: ______________________________ Signature: __________ Date: //____

Reviewed by (Unit Head): ___________________ Signature: __________ Date: //____

Approved by (Director / Authority): _________ Signature: __________ Date: //____

Distribution method (tick): Email [ ] Printed notice [ ] Staff briefing [ ] Messaging group [ ] Other: ______

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9) Filing (records control)

• Master copy filed? Yes [ ] No [ ]

• File reference / folder: __________________________________________

• Retention period (if known): ______________________________________

• Notes: __________________________________________________________

Template No.: T164 Template Title: Annual Workplan & Budget Summary Sheet (Department)

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T164

Template Title: Annual Workplan & Budget Summary Sheet (Department)

Related Research Case IDs / Cluster: _______________________________

Linked Templates / Policies: T154 (Strategic Planning Workshop Note), T153 (Board Minutes), T163 (Risk Register Entry), Finance Policy / Budget SOP, Procurement SOP

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 [ ]

---

1) Purpose (why we use this sheet)

This sheet condenses one department’s annual plan and budget into one clear summary for management and the Board.

---

2) Plan period and department details

• Year / budget period: ____________ (e.g., 2026)

• Department / Unit: __________________________________________

• Department head (name/role): _________________________________

• Reporting line (reports to): _________________________________

• Total staff in department: _______

• Main partners (if any): ______________________________________

---

3) Objectives (what we want to achieve)

Write 3–7 objectives. Keep them clear and short.

1. ---

2. ---

3. ---

4. ---

5. ---

6. ---

7. ---

---

4) Outputs and indicators (what we will deliver, and how we measure)

Use one block per output.

Output 1: ______________________________________

• Key activities (main actions):
  a) ________________________________________
  b) ________________________________________
  c) ________________________________________

• Indicator(s) (numbers or clear proof):

  • ---

  • ---

• Target (by end of year): __________________________

• Evidence to file (report/photo/log/minutes): ____________________

• Responsible person: _______________________________

Output 2: ______________________________________

• Key activities:
  a) ________________________________________
  b) ________________________________________
  c) ________________________________________

• Indicator(s): _____________________________________

• Target: __________________________________________

• Evidence to file: _________________________________

• Responsible person: _______________________________

(Add more outputs as needed.)

---

5) Main activities calendar (optional but helpful)

Tick the quarter/month and add short notes.

Activity: __________________________________________

• Q1 [ ] Q2 [ ] Q3 [ ] Q4 [ ] Notes: ___________________________

Activity: __________________________________________

• Q1 [ ] Q2 [ ] Q3 [ ] Q4 [ ] Notes: ___________________________

---

6) Budget summary (budget lines)

Fill the main budget lines for this department. Add rows as needed.

Currency: _________

Budget Line 1

• Budget code / line name: ______________________________

• Purpose (short): _____________________________________

• Amount requested: _______________________

• Funding source (tick): Museum budget [ ] Restricted donation [ ] Grant [ ] Partner [ ] Other: ____

• Procurement needed? Yes [ ] No [ ]

• Notes: _______________________________________________

Budget Line 2

• Budget code / line name: ______________________________

• Purpose (short): _____________________________________

• Amount requested: _______________________

• Funding source: Museum budget [ ] Restricted donation [ ] Grant [ ] Partner [ ] Other: ____

• Procurement needed? Yes [ ] No [ ]

• Notes: _______________________________________________

Budget Line 3

• Budget code / line name: ______________________________

• Purpose (short): _____________________________________

• Amount requested: _______________________

• Funding source: Museum budget [ ] Restricted donation [ ] Grant [ ] Partner [ ] Other: ____

• Procurement needed? Yes [ ] No [ ]

• Notes: _______________________________________________

Total requested budget for department: ______________________

---

7) Budget-to-output link (simple check)

Show that spending supports outputs.

• Output 1 uses budget line(s): ____________________________

• Output 2 uses budget line(s): ____________________________

• Output 3 uses budget line(s): ____________________________

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8) Key risks and controls (summary)

List the top 3–5 risks for this workplan (link to T163 if needed).

Risk 1: __________________________________________

• Control / mitigation: ______________________________________

• Owner: __________________________ Review date: //____

Risk 2: __________________________________________

• Control / mitigation: ______________________________________

• Owner: __________________________ Review date: //____

Risk 3: __________________________________________

• Control / mitigation: ______________________________________

• Owner: __________________________ Review date: //____

---

9) Dependencies and support needed

• Support needed from other departments: _____________________________

• Approvals needed (if any): ________________________________________

• External dependencies (permits, partners, delivery timelines): _________

---

10) Review and reporting

• Reporting frequency (tick): Monthly [ ] Quarterly [ ] Every 6 months [ ] Yearly [ ]

• Reports sent to (tick): Director [ ] Board [ ] Committee [ ] Finance [ ]

• Main reporting dates (if known): _________________________________

---

11) Signatures and approval

Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Dept Head): _______________________ Signature: __________ Date: //____
Reviewed by (Finance): _________________________ Signature: __________ Date: //____
Approved by (Director/Board authority): _________ Signature: __________ Date: //____

---

12) Filing

File location (cabinet/folder + digital path): __________________________
Document version / code: ____________________ Effective date: //____

Template No.: T163 Template Title: Risk Management Register Entry (Institutional)

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T163

Template Title: Risk Management Register Entry (Institutional)

Related Research Case IDs / Cluster: _______________________________

Linked Templates / Policies: T154 (Strategic Planning Workshop Note), T153 (Board Minutes), T155 (Policy Drafting Cover Sheet), T159 (Legal & Docs Checklist), Incident Report Form (if used)

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 [ ]

---

1) Purpose (why we log this risk)

This form records a general institutional risk. It helps us prevent harm, protect relic stewardship, and support good governance.

---

2) Rating guide (simple scale)

Likelihood (chance it may happen):
1 Rare [ ] 2 Unlikely [ ] 3 Possible [ ] 4 Likely [ ] 5 Almost certain [ ]

Impact (how serious if it happens):
1 Minor [ ] 2 Low [ ] 3 Medium [ ] 4 High [ ] 5 Severe [ ]

Risk level (optional): Likelihood ___ × Impact ___ = Score ___
Risk band (tick): Low [ ] Medium [ ] High [ ] Critical [ ]

---

3) Risk entry (main fields)

Risk ID / code: __________________________
Risk title (short): _______________________________________________

Risk description (what could go wrong):

---

Risk category (tick one):
Governance [ ] Security [ ] Conservation/Maintenance [ ] Science/Verification [ ] Finance [ ] Legal/Compliance [ ] Community/Donors [ ] Reputation/Misinformation [ ] HR/Capacity [ ] IT/Records [ ] Other: ______

Cluster link (tick all that apply):
Cluster A [ ] B [ ] C [ ] D [ ] E [ ] F [ ] G [ ] H [ ]
Case IDs (if known): _____________________________________________

Where this risk happens (location/site/process):

---

Who/what may be affected (people, relics, trust, partners):

---

---

4) Likelihood and impact (current)

Likelihood rating (1–5): ____
Reason (facts/experience): __________________________________________

Impact rating (1–5): ____
Reason (what harm, what loss): ______________________________________

Current risk level: Low [ ] Medium [ ] High [ ] Critical [ ]

---

5) Current controls (what we already do)

List the controls already in place (policies, SOPs, training, equipment).

1. ---

2. ---

3. ---

4. ---

Are current controls strong enough? Yes [ ] No [ ] Not sure [ ]
Notes: ____________________________________________________________

---

6) Mitigation plan (what we will improve)

Add actions to reduce the risk.

Mitigation action 1

• Action: _________________________________________________

• Responsible person (owner): ______________________________

• Support unit/team: _______________________________________

• Deadline: ____ / ____ / ______

• Resources needed (budget/tools/people): __________________

• Evidence to file (report/photo/minutes): __________________

Mitigation action 2

• Action: _________________________________________________

• Responsible person: ______________________________________

• Deadline: ____ / ____ / ______

• Evidence to file: ________________________________________

(Add more as needed.)

---

7) Risk owner and monitoring

Risk owner (role/name): _________________________________________
Backup owner (role/name): _______________________________________

Monitoring method (tick):
Monthly check [ ] Quarterly review [ ] Annual review [ ] After incident [ ] Other: ______

Next review date: ____ / ____ / ______
Report to (tick): Director [ ] Board [ ] Committee [ ] Unit Head [ ]

---

8) Residual risk (after mitigation)

(Complete after actions are done, or during review.)

Residual likelihood (1–5): ____
Residual impact (1–5): ____
Residual risk level: Low [ ] Medium [ ] High [ ] Critical [ ]

Acceptable now? Yes [ ] No [ ]
If No, next step: _________________________________________________

---

9) Status and notes

Status (tick one): Open [ ] In progress [ ] Controlled [ ] Closed [ ]
Date status updated: ____ / ____ / ______

Notes (keep brief; limit details if Sacred-Restricted):

---

---

10) Approvals and filing

Prepared by: ______________________________ Signature: __________ Date: //____
Reviewed by (Unit Head): __________________ Signature: __________ Date: //____
Reviewed by (Director/Governance): ________ Signature: __________ Date: //____

File location (cabinet/folder + digital path): __________________________
Register page/version: ____________________ Effective date: //____