Template No.: T246 Template Title: Confidentiality & Access Level Decision (Internal / Restricted / Sacred-Restricted)
Template No.: T246
Template Title: Confidentiality & Access Level Decision (Internal / Restricted / Sacred-Restricted)
Related Research Case IDs / Cluster: Cluster F – HGT Conflicts & Security (Cases 66–85)
Linked Templates / Policies: T226 (Overview), T229 (Evidence Index), T230 (Evidence Assessment), T233 (Comm Verification), T234 (Key & Access), T236 (Security Incident), T243 (Board Minutes), Data/Privacy & Access 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 [ ]
A) Case / file details
Case ID: ___________________________ Linked T227 Timeline No.: ________
Record type (tick): Case file [ ] Evidence item [ ] Minutes [ ] Report [ ] Photo/video [ ] Contact list [ ] Other: ______
Record / Evidence ID (if any): ___________________________
Short record title: _________________________________________________
Owner of record (role): _____________________________________________
B) Purpose of this decision
Tick one:
Set the correct confidentiality level [ ]
Limit access to protect people and relic safety [ ]
Control sharing to reduce conflict and rumours [ ]
Prepare for legal/authority review (safe handling) [ ]
Other: _______________________________
C) Choose the access level (tick ONE main level)
Level 1: Internal only [ ]
Use when:
Normal internal admin information
Low risk if shared inside staff team
Examples: basic meeting notes, routine checklists
Level 2: Restricted [ ]
Use when:
Risk of harm, conflict, or privacy problems if shared widely
Contains personal data, sensitive claims, or conflict details
Examples: stakeholder contacts, threat reports, dispute evidence
Level 3: Sacred-Restricted / Sensitive [ ]
Use when:
High risk to relic safety, sacred matters, or serious conflict
Contains relic location, movement plans, key holders, security gaps
Contains highly sensitive spiritual/custodian information
Examples: relic movement details, storage labels, key lists, emergency plans
Selected level: Internal [ ] Restricted [ ] Sacred-Restricted [ ]
D) Reason for the chosen level (facts only, 3–8 lines)
E) What must NOT be shared (tick all that apply)
Exact relic location / storage label [ ]
Relic movement route/time [ ]
Key holders list / access details [ ]
CCTV positions / security weak points [ ]
Personal data (phone, address, ID copies) [ ]
Unverified accusations / rumours [ ]
Legal strategy / authority communication details [ ]
Other: ____________________________________________
F) Who may access (roles only)
Tick allowed roles:
Board only [ ] Director/Head only [ ] Security Lead [ ] Relic Custodian Lead [ ]
Risk/Compliance Officer [ ] Legal Adviser [ ] Admin Records Officer [ ]
Case Team (named roles) [ ] Other: _______________________________
List allowed roles clearly (write):
G) Storage and handling rules (tick)
G1) Storage type
Printed locked cabinet [ ] Safe [ ] Encrypted digital folder [ ] Both [ ]
Storage location label (cabinet/folder name only): ______________________
G2) Handling rules
Mark every page/file with the selected level [ ]
Do not forward by personal chat apps [ ]
Use official email/folder only [ ]
Keep copies limited (only what is needed) [ ]
If printed, keep sign-out sheet [ ]
If digital, use password + access list [ ]
H) Sharing permission (internal/external)
H1) Internal sharing
May share within case team? Yes [ ] No [ ] Limited [ ]
If Limited, which roles only: ________________________________________
H2) External sharing (media / public / other parties)
External sharing allowed? Yes [ ] No [ ] Board only [ ]
If Yes, what can be shared (safe summary only):
Approved spokesperson (role): ___________________________
I) Time limit and review
Is this level temporary? Yes [ ] No [ ]
If Yes, end date: //______ Reason: ___________________________
Next review date: //______
Review frequency: Monthly [ ] After incident [ ] After decision [ ] Other: ______
J) If there is a breach (mistake sharing)
Tick actions:
Inform Supervisor/Head now [ ]
Stop further sharing and recall copies [ ]
Change access/password if needed [ ]
Update risk sheet (T232) [ ]
File a security incident (T236) if relic risk [ ]
Notes: _______________________________________________________________
K) Sign-off
Prepared by (Name): _________________________ Role: ___________________
Signature: _________________________________ Date: //______
Reviewed/Approved by (Supervisor/Head or Board): ______________________
Signature: _________________________________ Date: //______