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 authorize 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.
4. Confirm the local records workflow
Complete this with the city clerk or records officer. Keep the policy references and review decisions with the pack.
Identify the state, city/county or other public body, responsible records custodian and approved request channel.
Record the applicable schedule title/version and classification decision. Ask the authorized reviewer whether any request, dispute or hold affects proposed deletion.
Agree a sample date range, account, conversation and export. Record who checks completeness and who reviews material before release.
Identify who resolves mixed personal/official account use and disputed moderation decisions. Record approval and unresolved questions; do not infer permission from this checklist.
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.
Start with your state and office
Confirm the applicable public-records process, retention schedule and account-use policy with your city clerk, records officer or counsel. Federal guidance does not determine local requirements.
Explore Brolly’s guides for all 50 states and follow the official sources for your jurisdiction.
Washington: social media records
Use the state archives guidance to discuss capture and records-management responsibilities with your team. This reference applies to Washington.
Florida: public-records management
Use the state handbook to identify records-management questions for your office. Confirm the applicable schedule and procedures with the records custodian; do not apply Florida requirements to another state.
Federal offices: transition guidance
For federal context, consult NARA’s guidance for political appointees and senior officials. Local offices should use their own state and agency requirements.