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Office Of Siridantamahapalaka

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Office Of Siridantamahapalaka: T086 Template Title: TK-086 Missing Inventory Item Discovered Late (G/F) — Audits — Fast Incident Response Checklist

Chronological Archive

T086 Template Title: TK-086 Missing Inventory Item Discovered Late (G/F) — Audits — Fast Incident Response Checklist

on

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM

FOR INTERNAL USE ONLY

Template No.: T086

Template Title: TK-086 Missing Inventory Item Discovered Late (G/F) — Audits — Fast Incident Response Checklist

Related Research Case IDs / Cluster:
Cluster G (MCU Neglect & Relic Loss) / Cluster F (HGT Conflicts)

Linked Templates / Policies:
T31 Chain-of-Custody Log / T30 Gentle Audit Sheet / TK-069 Audit Trigger Protocol / T66–T67 Conflict Logs (if applicable)

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 [ ]

Fields (TK-086 Body)

1) Case Identification

1.1 Case title: _______________________________________________
1.2 Inventory item ID / code: _________________________________
1.3 Item category (tick): Relic [ ] Relic container [ ] Artifact [ ] Document [ ] Equipment [ ] Other [ ]
1.4 Date missing was discovered: ____ / ____ / ______
1.5 Date item was last confirmed present (if known): ____ / ____ / ______
1.6 How discovered (tick): Audit [ ] Inventory count [ ] Transfer check [ ] Maintenance [ ] Visitor report [ ] Other [ ]
1.7 Current status (tick):
Intake recorded [ ] Search ongoing [ ] Located [ ] Loss confirmed [ ] Recovered [ ] Closed [ ]

2) Item Description (Facts Only)

2.1 Item name / description: ___________________________________
2.2 Size / markings / serials (if any): _________________________
2.3 Storage/display location (last known): ______________________
2.4 Access level (tick): Public [ ] Restricted [ ] Sacred-Restricted [ ]
2.5 Photos on file? Yes [ ] No [ ] File ref: _____________________

3) Custody and Access Snapshot

3.1 Custodian / department responsible: _________________________
3.2 Authorized access list exists? Yes [ ] No [ ]
3.3 Last transfer or handling recorded? Yes [ ] No [ ]
If yes, Chain-of-Custody ref (T31): ____________________________

4) Immediate Risk Check (G/F)

Tick YES or NO:

  • Item is sacred-restricted or high value? Yes [ ] No [ ]

  • Risk of theft or external claim? Yes [ ] No [ ]

  • Risk of conflict, rumor, or public harm? Yes [ ] No [ ]

  • Evidence may be lost if delay continues? Yes [ ] No [ ]

If YES to any → notify Security + Board/Senior within 24 hours.

5) FAST INCIDENT RESPONSE CHECKLIST (MANDATORY)

5.1 First 24 Hours

  • Record incident using TK-086 [ ]

  • Secure area (limit access) [ ]

  • Preserve records (inventory logs, CCTV, access logs) [ ]

  • Pause related transfers/handling [ ]

  • Assign incident lead (name/role): ____________________________

5.2 Search Actions (Do Not Accuse)

  • Check storage, display, transport cases [ ]

  • Check recent exhibitions/events [ ]

  • Review maintenance/cleaning routes [ ]

  • Review CCTV (if available) [ ]

  • Interview staff gently (facts only) [ ]

5.3 Evidence Preservation

  • Save copies of inventory records [ ]

  • Save CCTV clips/time windows [ ]

  • Collect witness notes (signed) [ ]

  • Log all actions with date/time [ ]

6) AUDIT & REVIEW PATH (Choose Level)

Level A — Late Discovery / Likely Record Error (Low)

  • One item; records inconsistent; no risk signs [ ]
    Action: reconcile records + correction note.

Level B — Possible Misplacement or Neglect (Medium)

  • Item restricted; gaps in logs; delayed discovery [ ]
    Action: internal audit (T30) + process fixes.

Level C — Suspected Loss/Theft (High)

  • Sacred/high value; access anomalies; rumor risk [ ]
    Action: urgent audit + security measures + Board oversight.

7) Findings Log (Update as Case Progresses)

7.1 Dates searched: ___________________________________________
7.2 Locations checked: _______________________________________
7.3 Records reviewed (list): __________________________________
7.4 Interim findings (facts):

8) Outcome (Tick One When Known)

  • Item located (misfiled/misplaced) [ ]

  • Item recovered after investigation [ ]

  • Loss confirmed (cause unknown) [ ]

  • Loss confirmed (cause identified) [ ]

Date outcome confirmed: ____ / ____ / ______

9) Corrective Actions (Prevention)

Tick all that apply:

  • Inventory update and reconciliation [ ]

  • Improve access controls [ ]

  • Staff retraining (inventory & custody) [ ]

  • More frequent counts [ ]

  • Storage/display redesign [ ]

  • Communication protocol update [ ]

Notes:

10) Communication Rule (Prevent Harm)

  • One spokesperson assigned [ ] Name/role: __________________

  • No public statement until facts approved [ ]

  • Message factual, calm, non-accusatory [ ]

11) Closure

11.1 Case closed date: ____ / ____ / ______
11.2 Closure status:
Resolved [ ] Resolved with controls improved [ ] Escalated [ ] Unresolved [ ]

Final notes (short):

12) Sign-Off

Prepared by: ________________________ Signature: ____________
Reviewed by: ________________________ Signature: ____________
Approved by (if required): ___________ Signature: ____________

Date: ____ / ____ / ______