Define what the export should contain
Start with a small, known sample before requesting a full archive. Record account identifiers, the date range and time zone, search terms, filters and the export options selected. Keep the source log or test inventory you will reconcile against.
Include a conversation, supported media and any captured edit or deletion history that matters to your workflow. A successful text-only sample does not establish that video, attachments or versions will work in the same way.
Agree whether the package is intended for internal review, transfer to another repository or a response process. Those uses may need different formats and supporting indexes. Exporting a record does not itself determine whether it should be disclosed.
Open it without the archive application
| Check | What to inspect | Record the result |
|---|---|---|
| Package structure | Open the archive file, follow the index and identify required software. | File list, format versions and reader dependencies. |
| Scope and counts | Compare accounts, time boundaries and selected filters with the request. | Expected and actual counts, with counting rules. |
| Record identity | Look for source IDs, account identity, author details and source links where supported. | Missing or transformed fields and their effect. |
| Time and context | Inspect time zones, parent-child relationships and captured versions. | Whether another reviewer can reconstruct the conversation. |
| Media | Open included images and playable media; distinguish files from external links. | Missing files, link dependencies and unsupported formats. |
| Search and readability | Find a known phrase and inspect long text, characters and pagination. | Search limits, truncation or conversion issues. |
| Integrity evidence | Locate a manifest or checksums where provided and follow the documented method. | Verification result, tool, date and person. |
Do not compare counts blindly. One system may count a conversation as one item while another counts each reply or version. Ask for the definition, reconcile differences and keep the explanation with the package.
Keep the original package and test a copy
Store the received package in an approved location and record who received it, when, and how. Work on a copy during testing. If a checksum manifest is supplied, use the vendor's documented process to verify the original files and keep the results.
A checksum comparison can show whether bytes match a reference value. It does not by itself prove that the capture was complete, the author identity was correct or every requested record was included. Check those questions against the source log, metadata and capture limitations separately.
If testing the verification method, change only a disposable copy and confirm the check detects the change. Never overwrite the original evidence package to run a demonstration.
Give a second reviewer a specific retrieval task
Ask someone who did not create the export to locate a known item, its parent conversation and any supported captured changes. Have them explain the timestamps and open the associated media without using the vendor application.
Record elapsed time, software dependencies and any help required. If the package relies on source-platform links, test which content remains available when those links cannot be used. Do not assume a link is a preserved media file.
For a provider change, choose a custodian and a retrieval procedure for the legacy package. Brolly does not currently import third-party archives; use the switching checklist to plan access across old and new collections.
Make acceptance an evidence-backed decision
| Outcome | Use when | Next step |
|---|---|---|
| Accept | The agreed sample meets your documented conditions. | Keep the package, test results and approval together. |
| Accept with exceptions | Known limits have an approved workaround. | Record the owner, residual risk and retrieval procedure. |
| Remediate and retest | Missing files, scope errors or unusable output remain. | Request a corrected package and repeat affected checks. |
Document what was tested and what was not. A sample is evidence about that sample, not proof that a much larger export will always behave identically. For a bulk transfer, agree additional reconciliation, file checks and any sampling approach before closing the old service.
This checklist is a practical acceptance workflow. Your organization's records, preservation and disclosure decisions remain with the responsible owners.
Common questions
Is a PDF export enough?
It may be useful for reading, but check whether your task also needs original media, structured metadata, version relationships or a machine-readable format. Test the actual package.
Does a checksum prove the export is complete?
No. It helps compare file bytes with a reference value. Completeness and scope need separate reconciliation against your request and source evidence.
Can we close the old archive once files are downloaded?
First verify usability, resolve exceptions and confirm the approved retention, access and retrieval plan with the records owner. A download alone is not an acceptance decision.
Put the guide to work
Use the existing evaluation workbook to record export test results, evidence, exceptions and retests. The download form is on the evaluation guide.