1. Agree the decision route
This pack documents decisions. It does not grant authority to hide, delete or block content.
Record the account, published rules, applicable policy/version and who may authorise actions.
Record your existing safety/security route and out-of-hours contact. Use it for credible immediate threats; do not wait to complete this worksheet.
Confirm how source context and decisions are kept in an approved system, including restricted access where needed.
2. Practice the distinction
Discuss each scenario against your own rules and legal advice. Critical or unwelcome speech is not automatically a policy breach.
Identify whether the comment is criticism or an actual rule concern; ask for review when uncertain.
Route the service complaint and the privacy concern separately. Who decides what action is appropriate?
Follow the urgent route where warranted, then document what was done in the approved evidence system.
3. Decision record — repeat for each matter
Save a separate progress file for each matter, or duplicate the printed record. Keep identifying content in the approved case system.
Record case ID, account/source reference, date/time/timezone and where the original context is held.
Describe the concern neutrally and cite the exact applicable rule. Leave uncertain interpretations open for review.
Record the action or decision to take no action, approver, time and evidence reference.
Record review rights/routes under your policy, outstanding actions, owner and next date.
Completion checklist
Record evidence or an open action beside each item. A checked list is not legal approval.
Before using this pack
This original working aid supports discussion and documentation. It does not replace your policies, legal advice, retention authority or an authorized decision. No fixed retention period or universal permission to remove content is supplied.
Find guidance for your state or territory
Choose your jurisdiction, then record the policy, responsible officer and retention authority agreed with your team.
New South Wales
Agree how council-business posts and conversations reach the council records team.
Victoria
Use council policy to agree which information is passed to council and who receives it.
Queensland
Discuss council-business correspondence, including social posts, with your records officer.
Western Australia
Use the Local Government Council Members’ Records advice to agree capture responsibilities.
South Australia
Start with the state standards, then confirm your council’s elected-member policy and applicable disposal schedule. This is general records guidance.
Tasmania
Use the councillor advice to discuss records across social media, messages and other formats.
Office of the State Archivist: advice for councillors (PDF) ↗
Northern Territory
Confirm the council’s capture and retention arrangements with its records team. This general guidance includes NT local authorities.
Australian Capital Territory
For ACT government teams: use the social media requirements and capture scenarios. The ACT has no municipal councils; adapt office roles rather than using the councillor workflow unchanged.