Start with an example
Load the fictional entries to see the level of detail needed. Then start blank with your own accounts and policies.
Finish the term with a clear records handover.
Plan account decisions, preserve required records and pass on outstanding matters before access changes. Includes a practical sequence, an account register and a handover sign-off.
FOR COUNCILLORS AND COUNCIL GOVERNANCE, RECORDS AND COMMUNICATIONS TEAMS
A working pack you can take to the next meeting.
Record decisions and gaps
Prompts help you assign responsibility, retain evidence references and make unresolved actions visible.
Save and share
Download progress to continue later. Print a PDF for review and keep the completed record in your approved system.
Built for council conversations.
AU edition: for councillors and council governance, records and communications teams across Australia. Use the state and territory guidance below to agree your local policy, capture responsibilities and retention requirements. ACT government teams should adapt the office roles to their setting.
Use council support roles, approved records systems and the applicable retention and disposal authority. Confirm the local information-access process with governance staff.
Personal, campaign and official activity need careful assessment. Neither an account name nor this checklist decides the status of every item. Confirm ownership before proposing an account transfer.
See the practical detail.
FICTIONAL EXAMPLE / AU EDITION
Access change and public information
Test incoming access first. Confirm the receiving team can retrieve the required records. Record approved outgoing-access changes and leave any unresolved ownership question with governance staff.
Use the pack in four steps.
- Open it and review the fictional example.
- Start blank and complete it with the responsible colleagues.
- Download progress before closing; restore that file to continue.
- Print a PDF for review and record any outstanding actions.
Use case references rather than private messages, passwords or personal details. Entries are not sent to Brolly.
See how Brolly supports the records work.
Watch the Archive workflow, then bring an account or retrieval question to a walkthrough. We will confirm supported content and scope for your situation.
Discuss your council’s social recordsQuestions about the resource
What is included?
An editable browser-based HTML pack with instructions, fictional examples, a completion checklist, local progress-file saving and restoring, and printing to PDF. No Word or Excel software is needed.
Is this an official policy?
AU edition: for councillors and council governance, records and communications teams across Australia. Use the state and territory guidance below to agree your local policy, capture responsibilities and retention requirements. ACT government teams should adapt the office roles to their setting. This is a Brolly planning aid, not an official policy or legal advice.
Do you collect the entries?
No. Entries stay in the browser page and are not automatically saved. Download a progress file before closing, and store it securely.
Can we distribute it to our team?
Yes. Share the blank pack internally and have the responsible governance and records staff adapt its use to your policies. Keep completed copies in your approved systems.
Guidance and next resources
OFFICIAL GUIDANCE
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.
Use this guidance alongside the pack to agree responsibilities, record decisions and identify questions for your governance or records team. Adapt the checklists to your local policies and requirements.