What should the comparison measure?
Measure the whole operating task, not only the time needed to save a post. Include identifying accounts, collecting the sample, preserving context, checking results and retrieving it later. Automation can change where human effort is needed, but it does not eliminate ownership, permission maintenance or exception review. Manual work can also vary with the person performing it.
Work through a realistic example
One staff member saves five posts quickly, but another spends an hour working out which replies belong to each post. Record both collection and retrieval effort. Then run the automated option against the same known sample, including unsupported items and any connection issues. This avoids comparing a carefully selected demo with an unstructured manual process.
Run the workflow
- Create a representative sample and written acceptance conditions. Include supported media and conversation context, with a separate list of items outside the test.
- Record actual hands-on effort for collection, checking, retrieval and export in each approach. Note dependencies, interruptions and help from the vendor.
- Rehearse one failure or staff handover. Identify how missing capture is detected and who can restore the approved process.
Check the evidence
| Check | What to verify | Evidence to keep |
|---|---|---|
| Effort | Collection and later retrieval are both measured. | Time log with task definitions. |
| Quality | Both options are compared with the same expected sample. | Reconciliation and exceptions. |
| Continuity | A second person can operate the process. | Handover exercise and instructions. |
Record the decision and its limits
Use the observed workload to build cost scenarios, including a busy period and staff absence. Keep estimates distinct from measured time. Choose based on the approved requirements and the organization’s ability to operate the process consistently.
Keep in mind: Avoid treating automation as a completeness guarantee. Platform availability, permissions and supported content still constrain the result, and those limits belong in the comparison.
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: social media capture practices — Background on capture and metadata; the test exercises above are Brolly editorial workflows.
Common questions
Should every item be captured manually during a pilot?
Use an agreed sample and risk-based reconciliation plan. Define what the sample can and cannot establish before drawing conclusions about a larger workload.
How do we compare price fairly?
Use the same account and content scope, include staff operating effort and review the actual pricing unit. The cost guide provides a separate quote-comparison workflow.
Put the guide to work
Use the downloadable workbook to record your requirements, test results and questions for shortlisted providers.