Template No.: T253 Template Title: Environmental Monitoring Sheet (Temperature / Humidity)

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T253

Template Title: Environmental Monitoring Sheet (Temperature / Humidity)

Related Research Case IDs / Cluster: Cluster G – Conservation / Neglect Prevention (Facilities & daily care)

Linked Templates / Policies: _______________

Date of form: ____ / ____ / ______

Prepared by / Role: _______________________

Office / Unit: ____________________________

Country / Location: _______________________

Confidentiality Level:

Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive

Use of this form (tick):

New case / action [ ] Follow-up [ ] Annual review [ ] Archive only

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T253 – Environmental Monitoring Sheet (Temp/Humidity)

Purpose:
Record daily temperature and humidity readings in key rooms to support preventive conservation. Log alarms and what action was taken.

Simple rules (tick when done):

• Take readings at set times each day. [ ]

• If an alarm happens, record it and inform the right person. [ ]

• If readings are outside safe range, take action and record it. [ ]

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A) Site and equipment details

• Building / site: __________________________________________

• Room / zone list covered: ___________________________________

• Monitoring device type: Data logger [ ] Thermo-hygrometer [ ] BMS [ ] Other: ______

• Device brand/model (optional): _______________________________

• Device ID / serial no.: ______________________________________

• Sensor location in room (height/spot): _________________________

• Safe range target (set by conservation team):

  • Temperature: _______ °C to _______ °C

  • Relative humidity (RH): _______ % to _______ %

• Escalation contact (role/name): _______________________________

• Emergency contact (security/facilities): ________________________

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B) Alarm key (alarms)

Tick what happened:

• High temperature alarm [ ]

• Low temperature alarm [ ]

• High humidity alarm [ ]

• Low humidity alarm [ ]

• Power outage / device off [ ]

• Door left open / access issue [ ]

• Water leak / flood risk [ ]

• Other: ____________________ [ ]

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C) Daily readings log (main table)

(Required fields: room, time, temperature, humidity, alarms.)

Date	Room / Zone	Time	Temperature (°C)	Humidity (RH %)	Alarm? (Y/N)	Alarm type (tick from key)	Action taken (what you did)	Reported to (role/name)	Initials
//______					Y / N
//______					Y / N
//______					Y / N
//______					Y / N
//______					Y / N
//______					Y / N
//______					Y / N
//______					Y / N

(Add rows as needed. Many teams use 2–3 readings per day: morning / afternoon / evening.)

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D) If alarm happened (short incident note)

Complete only if Alarm = Yes.

• Date/time of alarm: ____ / ____ / ______ ______

• Room / zone: __________________________________________

• What was observed (1–2 lines): __________________________

• Likely cause (tick): AC off [ ] Power issue [ ] Door open [ ] Weather [ ] Leak [ ] Unknown [ ]

• Immediate action taken: _________________________________

• Follow-up request logged in T252 (Maintenance & Repair)? Yes [ ] No [ ]

  • If yes, Log No.: ___________________

• Conservation team informed? Yes [ ] No [ ] Time: ______

• Issue resolved? Yes [ ] No [ ] If yes, date/time: //______ ______

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E) End-of-week / end-of-month summary (optional)

• Period: __________________________

• Rooms with most alarms: ____________________________________

• Main causes (top 3): 1) __________ 2) __________ 3) __________

• Actions requested (repairs / upgrades): _______________________

• Notes for conservation planning: _____________________________

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F) Sign-off and archive

Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Conservation / Facilities lead): ________________ Signature: ______________ Date: ____ / ____ / ______

Archive file code (T253): _______________________
Digital folder path: __________________________________________

Template No.: T252 Template Title: Maintenance & Repair Request Log

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T252

Template Title: Maintenance & Repair Request Log

Related Research Case IDs / Cluster: _______

Linked Templates / Policies: _______________

Date of form: ____ / ____ / ______

Prepared by / Role: _______________________

Office / Unit: ____________________________

Country / Location: _______________________

Confidentiality Level:

Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive

Use of this form (tick):

New case / action [ ] Follow-up [ ] Annual review [ ] Archive only

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T252 – Maintenance & Repair Request Log

Purpose:
This log records all maintenance and repair requests. It helps us prevent neglect and track what was fixed, when, and by whom.

Rules (tick when done):

• Every request gets a log number. [ ]

• Urgent issues are escalated the same day. [ ]

• Completion must be recorded with a date and proof (photo, invoice, note). [ ]

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A) Request details (for each repair)

Fill one line per request in the table below.

Urgency level key (tick one):
Routine (can wait) [ ] Urgent (within 7 days) [ ] Emergency (same day) [ ]

Status key: New / In progress / Waiting parts / Completed / Cancelled

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B) Master log table (main fields)

(Required fields include: issue, place, urgency, date requested, date completed.)

Log No.	Date requested	Requested by (name/role)	Issue (what is broken / needed)	Place (building/room)	Urgency	Safety risk? (Y/N)	Assigned to (staff/vendor)	Target date	Status	Date completed	Completion note / proof (work done, photo, invoice no.)
MR-____	//______				Routine / Urgent / Emergency	Y / N		//______		//______
MR-____	//______				Routine / Urgent / Emergency	Y / N		//______		//______
MR-____	//______				Routine / Urgent / Emergency	Y / N		//______		//______
MR-____	//______				Routine / Urgent / Emergency	Y / N		//______		//______
MR-____	//______				Routine / Urgent / Emergency	Y / N		//______		//______

(Add rows as needed.)

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C) Escalation (for urgent/emergency)

If Urgent or Emergency, complete this section.

• Escalated to (name/role): __________________________

• Escalation date/time: ____ / ____ / ______ ______

• Immediate safety step taken (if any): ________________________________

• Does this affect relic rooms / sacred areas? Yes [ ] No [ ]
  If yes, inform: Security [ ] Conservation [ ] Director/ED [ ]

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D) Monthly summary (optional)

• Month / Year: ________________

• Total requests received: ________

• Total completed: ________

• Still open: ________

• Top recurring issues (max 3):

  1. ____________________ 2) ____________________ 3) ____________________

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E) Sign-off and archive

Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Facilities/Admin Head): __________________ Signature: ______________ Date: ____ / ____ / ______

Archive file code (T252): _______________________
Digital folder path: __________________________________________

Template No.: T251 Template Title: Preservation Facility Request & Response Tracking Form

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T251

Template Title: Preservation Facility Request & Response Tracking Form

Related Research Case IDs / Cluster: Cluster G (Cases 86–95) – Buddhist University Neglect & Relic Loss / Conservation

Linked Templates / Policies: HSWAGATA Institutional Policy Manual (facility administration, asset management, relic custody & conservation); Complaint & communication steps

Date of form: ____ / ____ / ______

Prepared by / Role: _______________________

Office / Unit: ____________________________

Country / Location: _______________________

Confidentiality Level:

Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]

Use of this form (tick):

New case / action [ ] Follow-up [ ] Annual review [ ] Archive only [ ]

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T251 – Preservation Facility Request & Response Tracking Form

Purpose (read first):
This form tracks every room/facility request from start to finish, so no request is ignored, “taken back,” or left without a written answer (a failure seen in the Buddhist University case).

Service standard (minimum):

1. Written acknowledgement sent: within 1 working day.

2. Written decision issued: within 15 working days (unless emergency).

3. Every request must have a reference / tracking number and be logged in a central register.

4. The final decision is recorded in writing, with reasons, and shared with the requester.

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A) Office Registration (For Office Use Only)

• Date received: ____ / ____ / ______ Time: ______

• Received by (name/role): _______________________________

• Reference / Tracking No.: _______________________________

• Register entry completed: Yes [ ] No [ ]

• Acknowledgement sent (date/time/method): ____ / ____ / ______ ______ (Email / Letter / SMS / Other: ____________)

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B) Requester Information (Requester)

• Full name: __________________________________________

• Role / relationship to HSWAGATA: Staff [ ] Monastic [ ] Volunteer [ ] Partner [ ] Donor [ ] Other: __________

• Department / Unit (if any): ____________________________

• Phone / Email: _______________________________________

• Preferred contact method: Email [ ] Phone [ ] Letter [ ] Other: __________

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C) Facility Need (Need)

• Date of request (by requester): ____ / ____ / ______

• Type of request (tick one or more):

  • Preservation storage room [ ] Conservation workspace [ ] Secure shrine/display room [ ]

  • Quarantine/isolation area [ ] Office/admin room [ ] Dorm/temporary stay (custodian duty) [ ]

  • Other: ____________________________________________

• Reason for need (simple, clear):

  ---

  ---

• Urgency level: Routine [ ] Urgent (within 7 days) [ ] Emergency (same day) [ ]

• Requested start date: ____ / ____ / ______ Requested end date (if temporary): ____ / ____ / ______

Required conditions (tick all that apply):

• Air-conditioning (AC) [ ] Stable temperature [ ] Humidity control [ ]

• Clean/low-dust area [ ] Lockable door [ ] Limited access [ ]

• Safe box space [ ] CCTV coverage [ ] Alarm [ ] Fire safety equipment [ ]

• No direct sunlight [ ] Pest control [ ] Refrigerator (offerings/ritual needs) [ ]

• Elevator access (safe handling) [ ] Other: ____________________________

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D) Supporting Documents / Evidence

• Attached request letter: Yes [ ] No [ ]

• Photos (site/room issues): Yes [ ] No [ ]

• Risk note (what can go wrong if delayed): Yes [ ] No [ ]

• Other attachments: _______________________________________________

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E) Response Tracking Log (All responses)

Rule: Every contact and reply must be written here (even “no response”). This prevents silence and lost requests.

Entry No.	Date/Time	Contacted (office/person)	Method	Response received (what was said/written)	Promised action + deadline	Evidence kept (email/letter/note)	Next follow-up date
1
2
3
4
5
6
7
8

If the request is refused to be “accepted” or someone says “take back the letter,” record it here and escalate immediately.

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F) Assessment (Internal)

• Assessed by (name/role): _______________________________

• Departments consulted (tick):
  Administration/Facilities [ ] Relic & Heritage/Conservation [ ] Security [ ] Board/ED [ ] Other: ________

• Key risks if not approved (tick):
  Preservation risk [ ] Security risk [ ] Health/safety risk [ ] Reputational risk [ ] Other: __________

• Options considered (brief):
  Option A: ____________________________________________
  Option B: ____________________________________________
  Option C: ____________________________________________

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G) Final Decision (Final decision)

• Decision date: ____ / ____ / ______

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

• Decision-maker(s) (name/role): _______________________________

• Reason for decision (must be written):

  ---

  ---

If approved:

• Assigned site/building/room: _______________________________

• Access rules (keys/codes/authorized persons): __________________________

• Start date: ____ / ____ / ______ Review date: ____ / ____ / ______

• Conditions to meet before use (AC install, locks, cleaning, etc.):

  ---

If not approved:

• Main reason: __________________________________________

• Alternative support offered (must try): ____________________________

• Next step offered: Appeal [ ] Mediation [ ] Board review [ ] Other: __________

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H) Closure and Confirmation

• Written decision sent to requester: Yes [ ] No [ ] Date: ____ / ____ / ______

• Requester confirmed receipt: Yes [ ] No [ ] Date: ____ / ____ / ______

• Request closed in central register: Yes [ ] No [ ] Date: ____ / ____ / ______

Signatures
Requester: _______________________ Date: ____ / ____ / ______
Receiving Officer: _________________ Date: ____ / ____ / ______
Facilities/Admin Head: _____________ Date: ____ / ____ / ______
Relic & Heritage/Conservation Head: _ Date: ____ / ____ / ______
Security Officer (if needed): _______ Date: ____ / ____ / ______

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(Internal basis: HSWAGATA casebook/doctoral research on relic custodianship and institutional failures.)