Start with the task your school needs to complete
Downloading a copy of a school Facebook Page is a useful starting point. The important next step is checking whether that copy answers the school’s actual records question. A ZIP file on a shared drive does not, by itself, show which posts, replies, dates or attachments are available.
For US schools and districts: confirm the applicable district, state and school policies. This worksheet does not set a legal retention period.
A school example
Example: the office needs the communications around a change to a school event. The review period covers the original announcement, a revised time and a parent question. Choose that small sequence as a test case. If the download contains only the announcement, record the missing context rather than describing the export as complete.
Illustrative scenario; no real student or school information.
Work through the checklist
1. Choose the task and the date range
Write down the account, period and question you need to answer. Distinguish a copy of the school Page from a download of a staff member’s personal Facebook profile. Only use an account you are authorized to manage.
2. Check the current Page download options
Open Meta’s Page settings guidance linked below and follow the current download process for your account. Available controls and menus can change. If the option is unavailable, check Page access with the school’s administrator rather than using an unapproved scraping service.
3. Record what you requested
Note the request date, selected period and any content categories or format options offered. Keep the original downloaded files in an approved restricted location. Record the person or role responsible for the copy.
4. Inspect a small sample
Choose a post with a reply, a post with an attachment and a communication that was updated. Check timestamps, account identity, links and readable content. Do not assume the export includes an earlier version or content removed before the download.
5. Check usability and access
Ask a second authorized colleague to open the files and find the sample conversation. Record whether they need additional software and whether the file structure is understandable. Restrict access where personal information is present.
6. Decide how to cover ongoing records
Set an owner and review date for future captures. If repeated downloads leave gaps or take too much staff time, evaluate an ongoing archive against the same sample. Confirm platform and content coverage with each provider.
Use the editable template
Open the CSV in Excel or your approved spreadsheet app. Start with one account or one example, assign an owner and record any gaps. Save completed copies in a school-approved location with appropriate access.
Review worksheet. Use restricted references instead of copying personal information. Nothing you enter is sent to Brolly.
What the template covers
- Page URL
- Review period
- Download requested on
- Format offered
- Sample post reference
- Post present
- Reply context present
- Timestamp readable
- Attachment accessible
- Known gap
- Reviewer role
- Next review
Common questions
Will a download recover a deleted post?
Do not rely on it to recover material that was removed before capture. Inspect the files and document the result.
Is this a Facebook video downloader?
No. This guide is for authorized school staff reviewing their own Page records, not for downloading other people’s videos.
How long should the school keep the download?
Apply the school’s approved retention and access rules to the content and purpose of the records. Do not choose a retention period simply because the records came from Facebook.
Try the workflow with your school’s accounts
Bring an example of the records your team needs to find. We can walk through supported account coverage, search and export with you, and identify what needs checking before you choose an archive.
Book a school records walkthroughRelated school resources
Sources and review scope
Reviewed 16 October 2026. The workflow and blank template are Brolly editorial resources. Check the linked platform guidance and your school’s current policies before acting.