What should happen between purchase and go-live?
Treat implementation as an operating handover, not just a connection exercise. Records staff define the required scope, communications identify account owners, IT confirms access arrangements and the service owner handles failures. Make the boundary between these responsibilities explicit. A successful login does not establish that the expected records can be captured, retrieved and reviewed.
Work through a realistic example
A county pilots its central communications account before adding departmental accounts. The pilot should include a named owner, an agreed sample and a retrieval exercise for the records team. If a department cannot authorize access, keep that account in the exception register. Do not include it in the verified coverage figure simply because it was listed in the rollout plan.
Run the workflow
- Approve an account inventory and a responsibility matrix. Include backup contacts and a route for decisions that cross departmental boundaries.
- Pilot a small representative set of accounts. Compare the observed content, timestamps and relationships against a written sample log.
- Rehearse a records-search request, an export review and a connection failure. Then expand the rollout only when owners accept the results and exceptions.
Check the evidence
| Check | What to verify | Evidence to keep |
|---|---|---|
| Scope | Every rollout account has an owner and approval. | Signed inventory baseline. |
| Operation | Alerts reach someone with a defined response procedure. | Controlled notification or support exercise. |
| Handover | Records staff can retrieve an agreed sample. | Search and export acceptance record. |
Record the decision and its limits
At go-live, retain the approved scope, configuration record, test evidence and open exceptions. Schedule a review after the first operating period and after any major account or permission change. The service owner should be able to explain both what is covered and what remains outside scope.
Keep in mind: Use the applicable jurisdiction and records authorities for policy decisions. The implementation plan should reference those decisions, not invent a single public-records rule for all US agencies.
Further reading and scope
Reviewed October 14, 2026. These practical exercises are editorial guidance, not a guarantee of platform coverage or a substitute for your approved records policy.
- NARA: guidance on managing social media records — Federal-agency guidance; consult your own applicable records authority.
Common questions
Should every department go live at once?
A phased rollout can make ownership and capture problems easier to diagnose. Choose phases around risk and representative account types, not only the easiest accounts.
Does this replace the government overview?
No. Use the government hub for jurisdiction research, then use this guide to turn your approved requirements into a tested implementation plan.
Put the guide to work
Use the downloadable workbook to record your requirements, test results and questions for shortlisted providers.