Template No.: T-TK013 Template Title: Exit & Handover Protocol (Resignation then Relic Transfer Elsewhere)
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T-TK013
Template Title: Exit & Handover Protocol (Resignation then Relic Transfer Elsewhere)
Related Research Case IDs / Cluster: TK-013 / Cluster F (Conflicts, Custody Risk) + Cluster G (Neglect, Loss Prevention)
Linked Templates / Policies: Access Control Policy; Key/Card Management SOP; Chain-of-Custody Form Set; Inventory & Audit SOP; T-TK002 High-Risk Visitor Protocol; Data Protection & Confidentiality Policy; Incident Reporting Form; Donation & Acceptance Policy; Testing Request SOP; Publication Approval Workflow (T-TK006)
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
This protocol is used when a staff member, custodian, volunteer, advisor, or partner:
resigns, ends service, or is removed, AND
may have access to relics, relic documents, keys, storage rooms, or donor networks.
Goal:
Prevent relic loss or “informal transfer”.
Ensure all relic-related items are returned and recorded.
Protect staff and community trust.
Core rule: No relic may be transferred because a person resigns. Transfers need Board approval and chain-of-custody records.
2) When to activate (tick any)
Resignation letter received [ ]
Contract/service ended [ ]
Role changed (access level must change) [ ]
Conflict case exists [ ]
Person handled relics/documents before [ ]
Person has keys/cards/passwords [ ]
Person has donor contacts or sensitive case files [ ]
Risk of “taking relic elsewhere” [ ]
Other: ______________________________________ [ ]
Activate date/time: ____ / ____ / ______ _______ (time)
3) Roles and control (must be assigned)
Exit Lead (HR/Admin): _______________________________
Security Officer: __________________________________
Collections/Relic Officer: __________________________
IT/Data Officer: ___________________________________
Board Delegate (final authority): ___________________
Two-person rule for physical handover: Yes [ ] No [ ] (must be Yes for relic-related roles)
4) Immediate actions (within 24 hours)
Tick completed:
Stop all non-essential access (temporary freeze) [ ]
Change access level in access system/log [ ]
Collect keys/cards immediately (or schedule within 24h) [ ]
Change passwords / remove digital access [ ]
Secure relic rooms and review CCTV coverage (if available) [ ]
Start exit case file code: TK013-- [ ]
If risk is High/Critical:
Apply T-TK002 High-Risk Visitor Protocol for meetings [ ]
Security escort for storage areas [ ]
Board notified same day [ ]
5) Exit interview (required for relic-related roles)
Date/time: ___________________ Location: __________________
Interview Lead: __________________ Second witness: __________
Ask and record (tick once answered):
Do you hold any relic(s) or relic fragments? [ ]
Do you hold any relic containers, seals, or keys? [ ]
Do you hold any relic photos/videos (private)? [ ]
Do you hold any documents (letters, lab reports, donor records)? [ ]
Do you hold any digital files on personal devices/cloud? [ ]
Have you promised any donor or temple a transfer? [ ]
Have you moved any item without written approval? [ ]
If any answer suggests risk, open Incident Report [ ] and apply Chain-of-Custody review [ ].
6) Physical handover checklist (must be complete)
A) Relics and sacred objects (if applicable)
Relic items returned? Yes [ ] No [ ] Not applicable [ ]
If yes, list each item (use Relic ID / description):
Condition checked by Collections Officer [ ]
Photos taken for condition record (sacred rules followed) [ ]
Placed in secure storage immediately [ ]
B) Containers and custody tools
Containers/caskets [ ] Seals [ ] Labels [ ] Display mounts [ ]
Inventory tags [ ] Storage boxes [ ] Other: _____________ [ ]
C) Keys, cards, and physical access
Keys returned [ ] Count: ____
Access cards returned [ ] Count: ____
Locks changed/re-keyed (if needed) [ ] Date: //______
Key register updated [ ]
D) Documents (paper)
MoUs [ ] Donor letters [ ] Testing requests [ ] Official letters [ ]
Meeting minutes [ ] Case files [ ] Other: _____________ [ ]
All documents checked and transferred to secure archive [ ]
7) Digital handover and removal of access
Tick completed:
Museum email access removed [ ]
Shared drives access removed [ ]
Case management system access removed [ ]
Password reset for shared accounts (if any) [ ]
2FA tokens removed [ ]
Device return: laptop [ ] phone [ ] drive [ ] (if museum-owned)
Personal device check: delete museum files? Confirmed [ ] Not confirmed [ ]
Data Officer notes (short):
8) Donor / external relationship handover
Person had donor relationships? Yes [ ] No [ ]
If yes:
Donor list transferred to Admin/Community dept [ ]
Outstanding promises reviewed by Board/Director [ ]
Official contact message sent to key partners (if needed) [ ]
No private side-agreements allowed [ ]
9) “No informal transfer” rule (very important)
Tick to confirm:
Resigning person informed: “You may not move, donate, or transfer any relic.” [ ]
Any transfer request must go to Board in writing [ ]
Any external request after resignation must be routed to official channels [ ]
If a transfer already happened (suspected or confirmed):
Start Chain-of-Custody Investigation [ ]
Notify Board delegate immediately [ ]
Consider legal/security referral (if needed) [ ]
10) Final sign-off and declaration
A) Declaration by resigning person (recommended)
“I declare that I have returned all museum property, relic-related items, and files.
I will not act as custodian or speak as an official representative of HSWAGATA.”
Name: _______________________ Signature: _______________ Date: //______
If refuses to sign:
Refused [ ] Reason (if given): _____________________________
Second staff witness signature: _____________________________
B) HSWAGATA confirmation
Exit Lead: ____________________ Signature: __________ Date: //______
Security Officer: _____________ Signature: __________ Date: //______
Collections Officer: __________ Signature: __________ Date: //______
Board Delegate: ______________ Signature: __________ Date: //______
11) Post-exit monitoring (optional, for High/Critical cases)
Monitor for 30–90 days:
Public claims using HSWAGATA name [ ]
Requests for relic verification or testing [ ]
Rumors of relic transfer [ ]
Online harassment or threats [ ]
If any appear, use:
T-TK008 Authority-name use policy [ ]
T-TK005 Public correction procedure [ ]
Security incident report [ ]
12) Archive checklist
Handover inventory list complete [ ]
Key register updated [ ]
Access removal confirmed [ ]
Exit interview notes attached [ ]
Declarations signed or refusal logged [ ]
All attachments stored securely [ ]
Filed by: _______________________ Date: ____ / ____ / ______
Reviewed by (Head/Board delegate): ______________ Date: ____ / ____ / ______